HR Generalist / ADP Workforce Now Specialist

Job Description

Job Description

Position Summary

The Human Resources Generalist / ADP Workforce Now Specialist is responsible for supporting the day-to-day operations of the Human Resources department while serving as a key internal user and administrator of the ADP Workforce Now platform. This position requires strong generalist HR knowledge, payroll accuracy, compliance awareness, and extensive hands-on experience using multiple ADP Workforce Now modules.

This role supports the full employee lifecycle, including recruiting, onboarding, payroll, time and attendance, employee records, benefits administration, ACA tracking, I-9/E-Verify compliance, training records, document management, reporting, and HR process improvement. The ideal candidate is highly detail-oriented, confidential, organized, and comfortable using ADP Workforce Now as a primary tool to manage HR, payroll, compliance, and employee data.

Essential Duties and Responsibilities

ADP Workforce Now / HRIS Administration

• Serve as a primary HR user and internal subject matter resource for ADP Workforce Now.
• Maintain and optimize ADP Workforce Now processes across multiple modules, including recruiting, onboarding, payroll, time and attendance, benefits, ACA compliance, Document Cloud/document management, employee records, training tracking, reporting, and I-9/employment eligibility verification.
• Ensure employee data is entered accurately and maintained consistently in ADP Workforce Now.
• Identify opportunities to streamline HR workflows and improve system efficiency.
• Generate and audit ADP reports for payroll, benefits, compliance, employee changes, turnover, training, and other HR-related needs.
• Maintain data integrity, security, and confidentiality within HRIS systems.

Payroll and Timekeeping

• Process accurate and timely bi-weekly payroll through ADP Workforce Now.
• Enter, review, and audit payroll-related transactions, including new hires, terminations, wage adjustments, status changes, benefit deductions, garnishments, tax changes, direct deposit updates, and year-end payroll data.
• Review and audit employee timecards for accuracy.
• Monitor time and attendance records, missed punches, schedule issues, overtime, and attendance concerns.
• Assist in ensuring compliance with wage and hour requirements, child labor laws, full-time/part-time status tracking, and company policies.
• Work with managers to resolve payroll or timekeeping discrepancies prior to payroll processing.

I-9, E-Verify, and Employment Compliance

• Administer and maintain Form I-9 documentation in compliance with federal requirements.
• Complete employment eligibility verification and E-Verify processes, as applicable.
• Monitor I-9 completion timelines and follow up on missing or incomplete documentation.
• Maintain accurate and confidential employment eligibility records.
• Assist with compliance audits related to employee records, payroll, benefits, and employment eligibility.

Benefits Administration

• Administer employee benefit programs, including health, dental, vision, life, disability, and 401(k) plans.
• Conduct benefit orientations and assist employees with benefit enrollment questions.
• Monitor benefit eligibility waiting periods and ensure timely enrollment for eligible employees.
• Process benefit enrollments, changes, and terminations through ADP Workforce Now and/or carrier systems.
• Assist with annual open enrollment preparation, communication, employee support, and data entry.
• Respond to employee questions regarding company health and welfare benefit programs.
• Assist with COBRA administration and ensure timely and accurate processing of required information.

ACA, Leave, and Compliance Tracking

• Support ACA tracking, reporting, and compliance through ADP Workforce Now.
• Monitor employee hours and benefit eligibility status for ACA purposes.
• Assist with annual ACA reporting and employee notices.
• Administer and track leaves of absence, including FMLA and company leave programs.
• Maintain required leave documentation and ensure related records are handled confidentially and accurately.
• Support compliance with applicable federal, state, and local employment regulations.

Employee Records and Document Management

• Maintain accurate and up-to-date employee personnel, payroll, medical, benefit, training, I-9, and compliance files.
• Use ADP Workforce Now Document Cloud or other approved systems to manage employee documentation.
• Ensure proper document retention, organization, and confidentiality.
• Prepare employee separation forms and related documents.
• Process employee changes in ADP Workforce Now and other internal systems.
• Respond to verification of employment requests in accordance with company policy.

Training, Safety, OSHA, and Workers’ Compensation

• Provide backup support to track and maintain employee training records and certifications.
• Provide backup support to coordinate safety and OSHA-related training programs.
• Provide backup support to maintain training files, rosters, testing records, and certification renewal schedules.
• Assist with workers’ compensation administration.
• Maintain injury records and complete First Report of Injury forms accurately and timely.
• Assist with claim reporting, investigation, documentation, and communication with carriers.
• Maintain OSHA logs and assist with annual posting and reporting requirements.

Recruiting and Onboarding

Primary Responsibilities

• Manage onboarding tasks in ADP Workforce Now to ensure timely completion of required forms, policy acknowledgements, payroll information, benefit documents, and compliance requirements.

Secondary Responsibilities

Maintain seamless hiring operations during recruiter absences, leaves, or vacations performing the following tasks:

• Support the recruiting process through ADP Workforce Now Recruiting, including job postings, applicant tracking, candidate communication, and hiring workflow coordination.
• Coordinate pre-employment processes.
• Prepare and maintain new hire documentation and onboarding materials.
• Conduct or assist with new employee orientations.

Employee and Management Support

• Provide HR support to employees and managers regarding policies, procedures, payroll, benefits, onboarding, and general HR questions.
• Maintain professional, timely, and confidential communication with employees, managers, vendors, and carriers.
• Support the Human Resources Manager and executive leadership with HR projects, reporting, audits, and administrative needs.
• Stay current on HR practices, employment regulations, payroll requirements, and ADP Workforce Now system updates.

Required Qualifications

• Minimum of five years of Human Resources experience required.
• Minimum of five years of hands-on ADP Workforce Now experience strongly preferred.
• Demonstrated experience using multiple ADP Workforce Now modules, preferably including payroll, time and attendance, recruiting, onboarding, benefits, ACA, reporting, document management, and I-9/E-Verify.
• Payroll processing experience required.
• Strong understanding of HR processes, employee records, benefits administration, onboarding, and compliance tracking.
• Experience with timekeeping audits, payroll deductions, wage changes, garnishments, and employee status changes.
• Strong knowledge of Microsoft Office, including Outlook, Word, and Excel.
• Ability to maintain strict confidentiality and handle sensitive employee information appropriately.
• Strong organizational skills and ability to manage multiple deadlines.
• Excellent attention to detail and accuracy.
• Strong verbal and written communication skills.

Preferred Qualifications

• Associate’s or bachelor’s degree in Human Resources, Business Administration, or related field.
• HR certification, such as SHRM-CP, SHRM-SCP, PHR, or SPHR.
• Experience in a retail, grocery, hospitality, or multi-location employer environment.
• Experience with ACA tracking and reporting.
• Experience with COBRA, FMLA, OSHA, workers’ compensation, and benefit administration.
• Experience improving HRIS workflows or implementing ADP Workforce Now process improvements.

ADP Workforce Now Experience Requirement

Because ADP Workforce Now is a critical part of this position, candidates must be able to demonstrate practical experience using the system, not simply familiarity with it. A qualified candidate should be comfortable performing tasks such as:

• Processing payroll in ADP Workforce Now.
• Entering and auditing new hires, terminations, pay changes, deductions, and benefit changes.
• Managing onboarding workflows.
• Using recruiting/applicant tracking features.
• Reviewing and correcting timecards.
• Running and interpreting ADP reports.
• Managing employee documents through ADP Document Cloud or similar document storage tools.
• Tracking ACA eligibility and compliance data.
• Supporting I-9 and employment eligibility verification processes.
• Maintaining accurate employee records across multiple ADP modules.

Knowledge, Skills, and Abilities

• Strong ADP Workforce Now technical skills.
• Strong generalist HR knowledge.
• High degree of accuracy with payroll, benefits, and employee data.
• Ability to troubleshoot HRIS, payroll, onboarding, and timekeeping issues.
• Ability to interpret policies, procedures, and technical instructions.
• Ability to interpret technical instructions, define problems, collect data, establish facts and draw valid conclusions.
• Ability to calculate payroll deductions, adjustments, benefit deductions, and related figures.
• Ability to communicate clearly and professionally with employees at all levels.
• Ability to prioritize work in a fast-paced environment.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to identify process gaps and recommend improvements.

Physical Requirements

This position requires the ability to perform the following with or without reasonable accommodation:

While performing the duties of this job, the employee is regularly required to sit and use hands to handle, type, or operate office equipment. The employee is frequently required to stand, walk, talk, and hear. The employee may occasionally lift up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment

This position requires the ability to perform the following with or without reasonable accommodation:

This position is primarily office-based, with occasional visits to the sales floor. The role requires regular use of a computer, HRIS/payroll systems, phone, email, and confidential employee records.

Equal Employment Opportunity and Reasonable Accommodation

The employer is an equal opportunity employer and does not discriminate on the basis of any legally protected status. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position, unless doing so would cause undue hardship.

Job Description Disclaimer

The duties, responsibilities, qualifications, physical requirements, and working conditions described in this job description are representative of the role and are not intended to be an exhaustive list of all tasks that may be required. The employer reserves the right to revise this job description or require additional duties as business needs, operating conditions, or work requirements change.

This job description does not constitute an employment contract and does not alter the at-will nature of employment, if applicable under company policy and applicable law.

Employee Acknowledgment

I acknowledge that I have received and reviewed the job description for the position of Human Resources Generalist / ADP Workforce Now Specialist. I understand the essential duties, responsibilities, qualifications, physical requirements, and working conditions of this position as described above.

I understand that this job description is intended to describe the general nature and level of work performed and is not an exhaustive list of all duties, responsibilities, or requirements. I understand that my job duties may change on a temporary or regular basis according to the needs of the department or business.

I understand that I should discuss any questions about this job description with my supervisor, Store Director, or Human Resources before signing. I also understand that reasonable accommodations may be available to enable qualified individuals with disabilities to perform the essential functions of this position.