Payroll/Timekeeping Specialist

Must reside in California Pay Rate: $30/hr. About the Position The Payroll & Timekeeping is responsible for ensuring accurate timekeeping, schedule alignment, payroll compliance, for all instructional and administrative staff. This role supports HR and Operations by reviewing employee timesheets, verifying attendance against lesson schedules, identifying discrepancies, managing follow-ups, and performing payroll-related tasks. The position requires strong attention to detail, excellent communication skills, and strict confidentiality at all times. This position will report to the School Director however will work closely with the payroll department and human resources & department managers.

Our Mission

Arabesque Conservatory of Music is determined to bring music, music therapy, and the arts into homes across California. We believe in the power of creativity and inclusivity, offering personalized instruction and therapy for all ages and abilities. Our dedicated team fosters a supportive environment where everyone can thrive artistically. We offer a wide range of instructors to suit every musical and artistic interest. Our curriculum covers a variety of musical styles, including classical, jazz, pop, as well as multiple artistic mediums. Our team of Board-Certified Music Therapists offers the most impactful Music Therapy experience available in California. Whether you're interested in learning to play an instrument, creating art, or leveraging the impact of music therapy, our experienced team is here to help you reach your goals.

Key Responsibilities

Timekeeping & Attendance Oversight

• Review employee timesheets on a daily basis for accuracy and completeness.
• Compare timesheets to lesson schedules, student rosters, and attendance logs to ensure proper clock-in/clock-out behavior and compliance with company policy.
• Identify missing punches, inconsistencies, or policy violations and follow up directly with employees to resolve them.
• Escalate repeated inaccuracies or non-compliance to the appropriate managers & School Director.

Schedule Verification & Lesson Compliance

• Ensure all reported work hours correspond to scheduled lessons or approved administrative activities.
• Cross-check cancellations, no-shows, and changes to verify accuracy before semi-monthly payroll processing.
• Track attendance issues, unreported schedule changes, or patterns requiring management review.

Payroll Support

• Prepare payroll inputs including corrected hours, approved adjustments, and notes for overtime or multi-rate pay as needed.
• Assist with verifying PTO, sick leave accruals, and proper application of California wage and hour rules.
• Communicate with the payroll provider to resolve discrepancies or update employee information.
• Assist with maintaining accurate payroll records and documentation for audits, compliance checks, and employee inquiries.

Compliance & Confidentiality

• Maintain strict confidentiality of all employee information, student information, and protected personal data.
• Follow all company policies regarding privacy, data handling, and disciplinary reporting.
• Ensure all payroll and benefits processes align with California labor laws and internal HR procedures in partnership with the HR manager & School Director.

Billing Assistance Responsibilities

• Assist with preparing client invoices based on completed lessons, attendance verification, and approved service logs.
• Ensure all billable lessons are accurately recorded and matched to the client’s service plan or agreement.
• Verify cancellations, no-shows, and make-up lessons before invoicing to ensure billing accuracy.
• Update billing records, service logs, and billing notes in the CRM or billing platform.
• Identify discrepancies between scheduled services and billed services and follow up for corrections.
• Assist with generating statements, summaries, and supporting documentation for clients or funding agencies.
• Track outstanding balances and assist with issuing reminders or follow-up communications according to company policy.
• Maintain accurate documentation of billing adjustments, credits, or corrections.
• Coordinate with Operations and Enrollment to ensure client funding, authorizations, and rates are up to date.
• Support monthly and quarterly billing cycles by preparing data, reviewing invoices, and organizing required attachments.
• Uphold strict confidentiality of client information, service records, and financial data.

Additional Duties

• Support HR/Operations with additional tasks related to payroll, benefits, schedules, attendance, or compliance as assigned.
• Participate in training, auditing, or process-improvement initiatives to strengthen accuracy.

Qualifications

• Strong proficiency with spreadsheets, scheduling systems, and payroll/timekeeping software (Quickbooks Time preferred & ADP).
• High attention to detail and strong organizational skills.
• Ability to manage sensitive information with discretion.
• Excellent written and verbal communication skills.
• Experience in payroll, scheduling, or administrative operations preferred.

Preferred Qualifications

• Knowledge of CRM systems (Salesforce).

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