Human Resources Payroll Specialist

Job Title: Human Resources Payroll Specialist

Position Summary: The HR Payroll Specialist is responsible for the day-to-day administration, maintenance, and optimization of the Diocese of Charleston's ADP Workforce Now platform. This role serves as the subject matter expert for HR and payroll operations within ADP in collaboration with the office of finance, ensuring accurate employee records, payroll processing support, compliance with federal and state regulations, system security, reporting, audits, and user support. The ideal candidate is an ADP expert with extensive experience supporting HR, Payroll, Benefits, Time & Attendance, onboarding, compliance, and system administration in a multi-location environment.

Classification: Exempt, Salary

Report To: Director of Human Resources

Essential Duties & Responsibilities

ADP System Administration

• Serve as the administrator and subject matter expert for the ADP platform within the HR department and collaborate with their counterpart in the Finance department.
• Maintain employee master records and ensure data accuracy across all ADP modules.
• Perform ongoing system updates, maintenance, and data corrections.
• Configure and maintain organizational structures, departments, locations, job codes, and security roles.
• Troubleshoot system issues and coordinate with ADP support when necessary.
• Monitor system functionality and recommend process improvements and automation opportunities.

HR & Payroll Administration


Process and maintain all employee payroll-related changes, including:

• Employee pay rate increases
• Salary adjustments
• Promotions
• Demotions
• Transfers
• Position changes
• Department changes
• Status changes (Full-Time, Part-Time, Temporary)
• Benefit eligibility updates
• Payroll hours adjustments
• Payroll change forms
• Employee deductions
• Terminations
• Leave of absence transactions
• Return-to-work updates

Ensure all transactions are processed accurately and within payroll deadlines.

Employee Information Processing


Process employee information requests including:


New Hire Processing

• Process all new hires for Chancery coded employees and designated PAS locations.
• Ensure complete onboarding documentation is received.
• Verify all required employment documents prior to activation.

Rehire & Additional Position Processing

• Process all employee rehires.
• Process additional positions for existing employees.
• Ensure compliance with classification and company policies regarding position assignments.
• Maintain centralized processing for those functions that cannot be done by limited access practitioners.

Temporary Employee Processing

• Create and maintain temporary employee records.
• Monitor temporary employee status and assignment dates.

I-9 Compliance & E-Verify

• Manage all Form I-9 processing within ADP.
• Ensure timely completion of I-9 documentation.
• Submit and monitor E-Verify cases.
• Resolve tentative non-confirmations (TNCs).
• Maintain compliance with federal employment eligibility regulations.
• Conduct periodic I-9 audits.
• Maintain required retention schedules.

Accrual Administration


Administer employee leave balances including:

• PTO
• Vacation
• Sick leave
• Floating holidays
• Personal time
• Other organizational leave plans

Responsibilities include:

• Reviewing accrual calculations
• Correcting accrual discrepancies
• Processing manual adjustments
• Researching balance questions
• Supporting managers with leave inquiries

Time & Attendance Support

• Assist with ADP Time & Attendance administration.
• Review timekeeping exceptions.
• Research payroll discrepancies.
• Support managers with timecard issues.
• Ensure accurate labor reporting.
• Monitor attendance records for payroll processing.

User Security & Access Management


Manage user access within ADP, including:

• Password resets
• User account maintenance
• Security role assignments
• Location access
• Manager access
• Permission troubleshooting
• Access audits

Ensure compliance with organizational security standards.

Training & User Support


Provide ongoing support and training.


Responsibilities include:

• One-on-one training
• Group training sessions
• Development of SOP user guides
• Process documentation
• Best practice recommendations
• Troubleshooting user questions

Employment Verifications


Process employment verification requests by:

• Verifying employment status
• Confirming dates of employment
• Confirming job titles
• Coordinating payroll verification requests
• Ensuring compliance with company policies and privacy regulations

Auditing & Compliance


Perform regular audits including:

• Employee profile audits
• Payroll earnings audits
• Time & Attendance audits
• Accrual audits
• Benefits eligibility audits
• Organizational structure audits
• Data integrity reviews

Identify discrepancies, research issues, implement corrections, and recommend process improvements.

Reporting


Generate and analyze reports related to:


Support leadership with ad hoc reporting requests.

Process Improvement

• Identify opportunities to improve HR and payroll workflows.
• Develop standardized procedures.
• Create process documentation.
• Recommend ADP enhancements and automation.
• Assist with system upgrades, testing, and implementations.

Required Qualifications

• Bachelor's degree in Human Resources, Business Administration, Accounting, or related field preferred.
• 3-5+ years of payroll administration experience, specifically in ADP.
• Advanced experience using ADP Workforce Now.
• Strong knowledge of payroll processing and payroll compliance.
• Experience with ADP Time & Attendance.
• Experience with ADP onboarding and employee lifecycle management.
• Knowledge of I-9 and E-Verify requirements.
• Experience administering PTO and leave accruals.
• Strong understanding of HR data management and auditing.
• Excellent Microsoft Excel skills.
• Strong analytical and problem-solving abilities.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities while meeting strict payroll deadlines.

Preferred Qualifications

• Certified Payroll Professional (CPP)
• SHRM-CP or PHR certification
• Experience supporting multi-site or multi-state organizations
• Advanced reporting and data analysis experience

Core Competencies

• ADP System Expertise
• Payroll Administration
• HRIS Management
• Data Integrity
• Regulatory Compliance
• Customer Service
• Confidentiality
• Analytical Thinking
• Attention to Detail
• Time Management
• Process Improvement
• Communication & Training
• Problem Solving
• Collaboration

Working Conditions & Physical Requirements

• Ability to operate standard office equipment, including computers, copiers, telephones, and audiovisual equipment.
• Frequent standing, walking, sitting, talking, hearing, stooping, kneeling, crouching, and reaching above shoulders.
• Ability to lift and move materials weighing up to 25 pounds.

All qualified and interested candidates please send a cover letter, resume / CV and 4 professional references to View email address on click.appcast.io