Job Description
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 "Nothing right can be accomplished in art without enthusiasm" — Robert Schumann Predicated on the infinite joy music brings to those who chose to pursue it, Arabesque Conservatory music programs in Los Angeles were founded by award winning musicians. It was founded in undefined, and is headquartered in Los Angeles, California, US, with a workforce of 2-10 employees. Its website is