Human Resources & Payroll Specialist

Human Resources & Payroll Specialist
Heal the Bay - Santa Monica, CA (Hybrid)

Position Summary
The Human Resources & Payroll Specialist is a vital, hands-on role that supports the people and operational backbone of Heal the Bay, ensuring our team can focus on protecting Southern California's coastal waters. Reporting to the Chief Operations Officer and collaborating closely with the Finance, Data, and Administrative teams, this position ensures consistent and compliant human resources functions, smooth payroll processing, and essential operational support for approximately 50 staff across the main office and the Santa Monica Pier Aquarium. This role requires a balance of people-centered service, HR technical skills, and strong organizational abilities.

Key Responsibilities

Human Resources

• Maintain all employee records in ADP Workforce Now (including personal data, performance reviews and documentation), ensuring data integrity and compliance
• Provide employee relations support, by addressing grievances, supporting conflict resolution, and facilitating appropriate disciplinary actions in alignment with policy
• Lead onboarding for all new hires, including paperwork, orientation, and initial training, and conduct exit interviews and handoff procedures
• Partner with hiring managers on the recruitment process including job description development, posting, applicant screening , and interview scheduling
• Support professional development and employee retention efforts and ensure equitable access to training opportunities
• Administer Live Scan background checks and manage compliance trainings across the organization
• Assist employees with navigating processes related to leave, workers’ compensation, complaints, and general HR inquiries

Payroll & Operations

• Oversee staff timecard submissions and approval processes and support payroll accuracy in collaboration with the Finance Team
• Ensure compliance with federal, state, and local employment laws, including record-keeping and reporting requirements
• Maintain staff access to organizational systems including benefits platforms, expense tracking, and employee support resources
• Collaborate with the Executive Assistant to support the annual organizational calendar, including holidays, staff enrichments, and budget preparation tasks
• Support special projects and operational initiatives as assigned

Qualifications

Required Qualifications

• Minimum 3+ years of hands-on HR and Payroll experience, preferably as a Generalist
• Demonstrated proficiency with ADP Workforce Now or similar comprehensive HRIS/Payroll system
• Foundational knowledge of federal, California state, and local employment law and compliance requirements
• High level of proficiency in MS Office (Word, Excel, PowerPoint) and strong technical acumen
• Exceptional interpersonal, written, and verbal communication skills

Preferred Qualifications

• Experience in conflict resolution and employee relations in a non-profit or similar environment
• Experience with Salesforce or similar CRM systems and their application in HR reporting
• Bachelor’s degree in Human Resources, Business Administration, or a related field

Core Competencies

• Deep commitment to diversity, equity, and inclusion and actively fostering a respectful, harassment-free and supportive work environment
• Uphold the highest ethical standards and integrity, consistently maintaining confidentiality and earning trust across the organization
• Strong analytical and data-informed decision-making abilities
• Problem-solving mindset and ability to collaborate effectively across teams
• Commitment to accuracy, quality, and continuous improvement
• Dedication to professional development and knowledge sharing

Compensation & Benefits

• Hourly wage: $28.00 to $32.00 per hour (approx. $58,240–$66,560 annually), commensurate with experience
• Benefits include medical, dental, vision, life insurance, paid vacation and sick leave
• 12 paid holidays, 2 floating holiday, 1 volunteer action day
• SIMPLE IRA with employer match after one year, and professional development opportunities
• Monthly $35 technology stipend

Work Environment

• Regular use of computer systems, telephones, and office equipment
• Frequent in-person and electronic communication with staff and partners
• Some responsibilities occur on-site at the Santa Monica Pier Aquarium
• Occasional participation in mission-related events or support activities
• Hybrid position requiring three days per week in office

Heal the Bay is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status and we strongly encourage applications from individuals that reflect the diversity of Los Angeles County. If you don’t meet all of the preferred skills above, you are still encouraged to apply and will be considered based on diverse and equivalent skills and experience.

Heal the Bay complies with AB 1008, the Fair Chance Act, during the hiring process. Once a conditional job offer has been made the candidate will be asked to complete a Live Scan criminal background check. A thorough assessment of conviction history will be considered including the nature and gravity of the criminal history, the time that has passed since the conviction, and the nature of the job the candidate is seeking.