Payroll Specialist

Outreach Development Corp.•New York, NY

7d•Onsite

About The Position

The Payroll Specialist reports to the Director of Payroll and is responsible for supporting the accurate and timely processing of payroll for approximately 400 employees within a nonprofit organization providing mental health and substance use disorder services. This position works under the direction of the Director of Payroll and assists in maintaining payroll records, reviewing timesheets, processing payroll transactions, and ensuring compliance with applicable federal, state, and organizational payroll policies. The Payroll Specialist plays a key role in ensuring payroll accuracy while supporting regulatory compliance associated with nonprofit funding sources and workforce reporting requirements.

Requirements

Associate’s degree in accounting, Finance, Business Administration, or related field preferred.
Equivalent combination of education and relevant payroll experience may be considered.
Minimum 2–3 years of payroll processing experience, preferably in a nonprofit or healthcare environment.
Familiarity with time and attendance systems.
Experience with payroll systems such as ADP, Paycom, Paychex, or similar HRIS/payroll platforms preferred.
Strong proficiency in Microsoft Excel and payroll reporting tools.
Ability to work with timekeeping systems and payroll integration files.
Knowledge of payroll tax regulations, wage and hour laws, and payroll best practices.
Understanding of payroll documentation and record retention requirements.
Strong attention to detail and accuracy
Ability to maintain strict confidentiality
Strong organizational and time management skills
Ability to work independently and meet payroll deadlines
Effective communication and customer service skills
Problem-solving and analytical thinking

Nice To Haves

Experience processing payroll for multi-department or multi-program organizations preferred.
Familiarity with nonprofit operational environments is a plus.

Responsibilities

Assist the Director of Payroll in processing bi-weekly payroll through ADP Workforce Now (or applicable ADP platform).
Review payroll preview reports and identify discrepancies prior to payroll submission.
Import time and attendance data from the ADP timekeeping system and verify hours worked, leave balances, and overtime calculations.
Process payroll adjustments within ADP including: Retroactive pay Payroll corrections Off-cycle payroll entries Bonus or stipend payments
Ensure accurate coding of pay types including regular hours, overtime, PTO, sick leave, and program-specific earnings codes.
Maintain employee payroll records within ADP including employee pay rates, tax withholdings, direct deposit information, job and department changes and benefit deductions.
Assist with payroll setup for new hires and updates resulting from promotions, transfers, or salary adjustments.
Process wage garnishments, child support orders, and other legally required payroll deductions.
Support payroll reconciliations and payroll register reviews.
Monitor ADP Time & Attendance submissions to ensure timesheets are completed and approved prior to payroll processing.
Work with supervisors and department heads to resolve missing or inaccurate time entries.
Review exception reports for overtime, missed punches, and time entry discrepancies.
Generate payroll reports from ADP including: Payroll registers Department payroll reports Deduction and benefits reports Labor distribution reports
Assist with payroll reconciliations and support the Finance Department with payroll-related journal entries when required.
Maintain payroll records and reports to support internal audits and regulatory reporting.
Ensure payroll practices comply with: Federal and State wage and hour laws IRS payroll regulations Nonprofit funding requirements where applicable
Assist in maintaining appropriate ADP system security roles and payroll controls to ensure confidentiality and segregation of duties.
Support year-end payroll processes including W-2 preparation and payroll reconciliations.
Respond to employee inquiries regarding pay, deductions, direct deposit, and payroll processing timelines.
Assist employees with accessing ADP Employee Self-Service for pay statements, W-2 forms, and direct deposit changes.
Maintain confidentiality of payroll and employee information.
Maintain organized payroll documentation in accordance with organizational policies and audit requirements.
Assist with internal and external audit requests related to payroll documentation and reporting.
Support payroll system updates and process improvements.
Assist with special payroll projects as assigned by the Director of Payroll.
Perform other duties as assigned to support the Finance Department.