Human Resources & Payroll Administrator (Hybrid)

As the Human Resources & Payroll Administrator, you will play an important role in our Human Resources department, ensuring accurate and timely payroll processing for Medical Guardian. With a focus on overseeing the payroll function, you will orchestrate seamless end-to-end processing for our diverse workforce. Balancing a fast-pace environment with unwavering dedication to compliance, precision, and continuous improvement, you’ll own the multi-state payroll process, guaranteeing timely and error-free compensation for all employees. In addition, you will contribute to the organization's success by implementing best practices to streamline processes.

This role reports to the VPHR and is hybrid in our Center City office 1x/week on Tuesdays. Flexibility to join in office beyond 1x per week is available if preferred.

Key Duties and Responsibilities:

• Oversee end-to-end Payroll Processing of bi-weekly for 350+ employees, ensuring accuracy and timeliness.

• Payroll processing includes multi-state employees with various compensation models (Hourly, Salary, Commission, Bonus, etc.) ensuring proper deductions etc.
• Generate bi-weekly reporting and distribute to relevant stakeholders.
• Enter ad-hoc payroll transactions and adjustments

• Upload wage garnishments and tax notices through ADP SmartCompliance
• Investigate, communicate, and resolve pay discrepancies.
• Maintain HRIS (ADP) to administer access permissions, security management, payroll specific data such as tax and pay class, record employee life-cycle changes post-onboarding, identifying process/procedure improvement recommendations and implementation.
• Maintains year-to-date records of wages, deductions, and taxes.
• State & Local tax jurisdiction management to include accurate setup for quarterly filing and reporting by ADP.
• Responsible for identifying legal requirements and government reporting regulations affecting payroll functions and ensuring policies, procedures and reporting are in compliance.
• Responsible for identifying improvements in payroll and control processes, ensuring that identified opportunities are implemented successfully and meeting latest legal mandates
• Generate W-2 and other documents for employees as required by federal, state and local regulations. Electronically transmit form annually.
• Year-end form 1095-C mailing.

• 401(k) administration and reporting to include management of payroll loans and deferral changes
• Create 401(K) contribution files, validate and upload to 401(k) vendor
• Ad Hoc reports and assistance with internal audits, as needed
• Upkeep of employee personnel files (digital)
• Provide annual open enrollment support, ensuring deduction setup/feed to payroll is accurate
• Assists in the benefits administration of employee benefits program to include medical, dental vision, std/ltd, supplemental insurances and 401(k)
• Verifies benefits enrollment data provided to carriers is correct, reviewing provider invoices for accuracy and completes monthly reports of benefit costs
• Provide backup support to HR team while maintaining related SOPs accurate and up to date

• Conduct all aspects of new hire onboarding including managing document collection, background and reference checks, fingerprinting (as needed), IT coordination, and communications

• Create and maintain digital new hire personnel files

• Maintain accurate records in HRIS matching personnel records in ADP

• Accurately complete and maintain I-9 documentation

Requirements:

• 2+ years of experience in Payroll Administration with mix of exempt and non-exempt workforce.
• 1+ years of experience processing multi-state payroll for hourly and salaried employees with payroll related benefits.
• Experience using Payroll and HRIS software required with specific experience in ADP Workforce Now strongly preferred.
• Strong knowledge of multi-state payroll laws, FLSA, Fair Pay Acts, regulations, and compliance requirements.
• Proficient to advanced level Microsoft Office software programs including Word, Excel (advanced), SharePoint, Teams, and MS Outlook.
• Ability to navigate ambiguity while proactively define processes to achieve clarity.
• Proven ability to work in a fast-pace environment where attention to detail is a must, while simultaneously adhering to strict deadlines/timelines
• Must maintain high level of confidentiality and professionalism