Human Resources & Payroll Specialist

About the Organization

Heal the Bay is a 501(c)(3) nonprofit organization founded in 1985.  They use science, education, community action, and advocacy to fulfill their mission to protect coastal waters and watersheds in Southern California with a particular focus on public health, climate change, biodiversity, and environmental justice.  Heal the Bay Aquarium, located at the Santa Monica Pier, welcomes 100,000 guests annually and hosts a variety of public programs and events that highlight local environmental issues and solutions.  Learn more at and follow @healthebay on social media.

Position Description

The Human Resources & Payroll Specialist reports to contracted fractional COO. Works closely with the Finance, Data and Admin departments to ensure smooth operational processes for the 50 staff at both the main office and the Santa Monica Pier Aquarium.

HR Duties and Responsibilities:

  • Working with our HR Management System (ADP/Workforce Now), maintain and update employee records, including personal information, performance reviews, improvement plans and disciplinary actions.
  • Taking appropriate disciplinary action against employees who violate rules and regulations and addressing employee grievances
  • Conduct onboarding for new employees, including new hire paperwork, orientation, and training.
  • Conduct exit interviews, ensure closure and handoff of tasks.
  • Work with hiring managers to develop job descriptions, post job vacancies, review resumes, conduct screening interviews, and facilitate the hiring process.
  • Implement professional development and employee retention programs
  • Manage live scan background check system.
  • Manage access and prompt completion of mandatory compliance trainings and ensures equitable access to professional development opportunities to enhance employee skills and knowledge.
  • Support employees as they navigate organizational processes, and procedures, including professional development, trainings, family leave, workers comp, complaints, etc.

Operations Duties and Responsibilities:

  • Manage Data team (1.5 staff).
  • Ensure compliance with federal, state, and local employment laws and regulations, including: reporting requirements, record-keeping, and compliance with labor standards.
  • Work with AQ Director to coordinate the Safety Committee. Ensure the IIPP is updated annually and trainings occur on schedule.
  • Oversee grant fund matrix ensuring continuity between, accounting software, QuickBooks, expense software, and grant managers. Work with grant managers to ensure grants are being billed down in timely manner.
  • Manage employee access to all organizational resources, such as: expense tracking software, benefits programs (health, retirement plans, legal shield, and employee assistance programs.)
  • Ensure employee’s timecards are submitted and approved in a timely manner.
  • Generate reports on employee data, payroll, and other HR-related metrics as needed.
  • Oversee annual insurance and benefits renewal
  • Manage Data/Salesforce team   (1.5 employees)
  • Manage IT consultant contract
  • Manage software as service contracts, including: Salesforce (CRM), Cytracom phone system
  • Coordinate subcontractor contracts
  • Work with Executive Assistant to set and maintain annual calendar including holidays, staff enrichments, budget preparation
  • Perform other duties as assigned by management, including special projects and initiatives related to HR, payroll, or other areas of the organizational administration.

Preferred Experience & Skills

  • Minimum 3-5 years’ experience working with payroll and associated HR technologies (ADP/Workforce Now strongly desired)
  • Tech-savvy. Strong knowledge of MS office applications. The ability to grasp basic software concepts quickly is essential. Mastery of programs is a plus.
  • General familiarity with human resources – either in your education or work background. Knowing the basics of Human Resources is a plus; however, advanced knowledge is not necessary as you will have access to outside HR experts.
  • Superior communication skills – verbally and in writing. 
  • Experience in conflict resolution is a +
  • Experience with Salesforce or similar CRM is ++


  • Diversity – Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; Builds a diverse workforce.
  • Ethics – Treats people with respect; keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
  • Analytical – Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
  • Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
  • Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
  • Technical Skills – Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

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.


Annual compensation range is $58,000 to $62,000 per year. A full suite of benefits is available, including medical, dental, paid vacation & retirement plan with employer match. We do not pay for relocation.


Dental, medical, health insurance, and vacation benefits are included as part of employment. Heal the Bay will cover 90% of benefits. In accordance with California Labor Law, employee will be eligible to receive up to 72 hours of paid sick leave per calendar year, after completing 90 days of employment. All Heal the Bay recognized Holidays will be compensated in accordance to time worked.


This is a hybrid position, with the employee expected to be in the office (in Santa Monica) 3 days per week.

To Apply

Click here to SUBMIT your cover letter and resume.

Review of applications will be on a rolling basis with position to be filled as soon as possible.


  • Continually required to utilize hand and finger dexterity
  • Continually required to talk or hear

Heal the Bay 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.

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.