Payroll and Finance Operations Specialist

Menlo School is seeking a detail-oriented and highly organized Payroll and Finance Operations Specialist to join our Business Office. This role will primarily focus on payroll processing and administration and will also support other accounting and financial operational functions. Our payroll operations are complex, given the diverse types of employees, including full-time salaried, part-time hourly, and seasonal staff. The ideal candidate will bring expertise in payroll processes, a strong understanding of compliance, and the ability to adapt to a dynamic school environment.

This is a full-time, exempt role that requires in-person, on-campus presence 5 days a week, Monday through Friday.

Key Responsibilities

The following information is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, or required skills.

Payroll Processing and Administration

• Accurately process, review, and manage payroll for all Menlo School employees, ensuring timely processing of timecards, salary changes, stipends, and deductions.
• Maintain and update payroll records, including employee information, pay rates, and deductions.
• Calculate and track sick leave, vacation balances, and other time-off accruals.
• Respond to employee payroll inquiries regarding wages, deductions, garnishments, and other payroll matters.
• Conduct internal audits of retirement plan eligibility, including review of employee hours worked monthly to determine eligibility for retirement plan participation.
• Administer and report to the retirement plan platform.
• Review and distribute year-end payroll reports (W-2s, 1095s, etc.).
• Adapt quickly to new payroll processes and systems to drive operational efficiency.
• Reconciliation and Compliance
• Stay updated on payroll regulations and ensure compliance with federal, state, and local payroll, wage, and hour laws.
• Reconcile payroll transactions, accrued leave, and retirement contributions, resolving any discrepancies.
• Reconcile payroll general ledger accounts, benefits, and cash transactions to ensure accuracy and policy compliance.
• Lead payroll-related audits, including workers’ compensation and retirement plan audits.
• Draft and maintain documentation for payroll procedures and other Business Office procedures.

Business Office Support

• Support accounts payable and procurement processes, including purchase order management and vendor invoice reconciliations.
• Assist with month-end accounting, financial reporting, and audits.
• Collaborate with the accounting team on special projects.
• Contribute to process improvement initiatives, and learn and adapt to new functions, processes, and systems as department needs evolve.
• Take on additional Business Office responsibilities and other duties as assigned.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field; relevant certifications (e.g., CPP) are a plus.
• 3+ years of experience in payroll processing, preferably within an educational or non-profit environment, preferably with experience in California payroll laws.
• Proficiency in Google Sheets and Microsoft Excel.
• Strong knowledge of payroll software and general accounting principles.
• Strong analytical skills, attention to detail, organizational skills, and ability to meet deadlines.
• Excellent communication skills, with the ability to handle sensitive information confidentially.
• Experience in Paylocity and Blackbaud Financial Edge a plus.

Preferred Skills

• Ability to learn and adapt to new technologies and systems.
• Strong organizational skills and the ability to meet deadlines in a fast-paced environment.
• Experience with accounting software and databases.

We offer

• An exceptional work environment and caring community
• Highly competitive salary
• A comprehensive benefits package, including generous contributions to a retirement plan for eligible employees and their families. Learn more here.

To all applicants

• To be considered for this position, please submit your resume and a brief cover letter outlining your interest and relevant experience through our application portal.
• We thank all applicants in advance for their interest and will reach out only to those most closely aligned with the position's needs.
• We are unable to sponsor or take over sponsorship of an employment visa for this position.
• We look forward to hearing from you!

About us

Menlo School is an independent, coeducational, college-preparatory school for students in grades six through twelve. Located in the heart of Silicon Valley and founded in 1915, the School is accredited by the Western Association of Schools and Colleges and is a member of the National and California Associations of Independent Schools.

Menlo is dedicated to providing a joyful, transformative education that empowers students to explore broadly, think critically, act responsibly, and navigate the complexities of an evolving world. Our relevant and engaging academic program—complemented by outstanding arts and athletics—sparks wonder, fosters a love of learning, and inspires students to reach their full potential as they grow in competence, confidence, and curiosity. Student care and the supportive relationships students build with teachers, coaches, and peers are at the heart of all we do as we uphold the highest ethical standards, develop character, and pursue a shared commitment to purposes larger than ourselves.

At Menlo, belonging is essential to who we are as a school. We embrace the growth and well-being of every member of our community by cultivating a culture rooted in kindness, trust, and belonging—one where everyone feels welcomed, included, and valued, and where our diverse backgrounds, identities, and ideas are honored with curiosity, care, and compassion.

Learn more about the Menlo School here.

Our equal opportunity employment policy

Menlo School is committed to a policy of non-discrimination and equal opportunity for all employees and qualified applicants. We administer all personnel practices without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, marital status or domestic partnership status, disability, protected veteran status or military status, genetic information, or any other category protected under applicable law.

Pay Range

The expected base salary range for this role is $90,000 – $135,000. Final placement within the range is determined by several factors, including skills, experience, education, job level, internal equity, full-time or part-time status, and scheduled working months, leaving room for salary growth.

Notice to recruitment agencies and third‑party recruiters: Menlo School does not accept unsolicited resumes or candidate submissions from external recruiters or recruitment agencies. Any resumes submitted without a prior signed written agreement in place with Human Resources will be deemed the property of the School, and no fees will be paid.

Job ID: 405