Payroll Specialist

Oakland, Ca /
Kiva Brands – Accounting /
Kiva Confections ( is the premier cannabis-infused edibles company in California, the largest cannabis market in the world. Kiva's line includes Kiva Chocolate Bars, Terra Bites, Petra Mints, and Camino Gummies. Our products are crafted from premium ingredients and skillfully combined with California cannabis. Since our beginning in 2010, our goal is to create confections that redefine what a cannabis confection ought to be. By applying art and science to ensure a deliciously consistent experience every time, we continue to deliver on that mission today.
We have aggressive growth plans as the legal market, and consumer adoption continues to expand. Key growth initiatives include bold platform innovation, best in class marketing, geographic expansion, strategic partnerships, and more. We are resourced for this explosive growth and looking for great people to help take us to the next level.

Job Summary

The Payroll Specialist is responsible for performing the day-to-day operations of payroll & the processing of the biweekly payroll. Reporting to the Disbursements Manager, this role will also assist with tasks/ad hoc projects relating to both Payroll and Accounts Payable. 

This is the job for you, if…

    • You are a detail oriented, multitasking ninja!
    • You have a positive attitude and good sense of humor
    • You have integrity and place a high value on confidentiality when it comes to employee’s private information
    • You love process improvements & are always thinking of ways that things could be done better/more efficiently
    • You have strong communication skills
    • You are a proactive, self-starter with the ability to take initiative to solve problems
    • You pick up new systems & processes quickly

As a Kiva Payroll Specialist, you’ll…

    • Submit and ensure our bi-weekly payroll cycle for 300+ employees across 5 entities runs smoothly, including entering and tracking of all additional pay types - including but not limited to: Sick/Vacation Pay, Referral/Performance based bonuses, and Car/Cell Phone Reimbursements
    • Manage the time-sheet submission and approval process
    • Respond to employee inquiries concerning payroll with a sense of urgency, in a kind and empathetic manner, ensuring that employees needs and concerns are addressed 
    • Calculate and process off-cycle manual checks in accordance with California labor law
    • Work closely with HR for HRIS audits, leave calculations/tracking, benefits, etc.Interpret payroll policies and procedures to company employees of all levels
    • Respond to government inquiries including wage verification and garnishment orders
    • Perform ad hoc reporting requests from Accounting, Finance and HR
    • Provide assistance to Accounts Payable function and cross-train as backup for AP Accountant

What we’re looking for…

    • Bachelor’s degree
    • 2+ years of recent payroll experience in fast-paced environment
    • Detail-oriented, strong analytical skills, ability to detect inconsistencies in data, and ability to work with minimal supervision
    • Strong interpersonal, organizational, oral and written communication skills
    • Knowledge of federal, state and local payroll/labor laws, IRS regulations, and garnishments
    • Proficient in Excel & Google Suite
    • Experience with large-scale HRIS system required (Paylocity experience a bonus)
Kiva Confections provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

As part of your job application and the Company’s evaluation of your candidacy, the Company collects, receives, maintains, and uses the following types of Personal Information about you for the business purposes identified for each category:

Category: Personal Identifiers
Examples: Name, alias, postal or mailing address, email address, telephone number, social security number, driver’s license or state identification card number, passport number

Business Purpose:
- To comply with state and federal law and regulations requiring; employers to maintain certain records;
- To evaluate your job application and candidacy for employment;
- To obtain and verify background check and references; and
- To communicate with you regarding your candidacy for employment.

Category: Pre-Hire Information
Examples: Job application, resume, background check results, job interview notes, and candidate evaluation records
Business Purpose: Same as above

Category: Employment History
Examples: Information regarding prior job experience, positions held, names of prior supervisors, reference information, skills and when permitted by applicable law your salary history or expectations
Business Purpose: Same as above

Category: Education Information
Examples: Information from resumes regarding educational history; transcripts or records of degrees, vocational certifications, licenses obtained
Business Purpose: Same as above

If you become employed by the Company, the Company will notify you of additional categories of Personal Information that it collects, receives, and maintains for business purposes.