[Remote] Payroll/Timekeeping Specialist

Note: The job is a remote job and is open to candidates in USA. Arabesque Conservatory of Music is determined to bring music, music therapy, and the arts into homes across California. The Payroll & Timekeeping Specialist is responsible for ensuring accurate timekeeping, payroll compliance, and supporting HR and Operations by reviewing employee timesheets and managing payroll-related tasks.

Responsibilities

• 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
• 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
• 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
• 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
• 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
• 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

Skills

• Must reside in California
• 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
• Knowledge of CRM systems (Salesforce)

Company Overview