Payroll Administrator (35429)

Birch Family Services is a leading provider of education, employment, and community support services for individuals with autism and developmental disabilities and their families in New York City. Every year, the organization supports more than 2,000 people across multiple locations throughout NYC. From preschool to graduation, employment, housing, and beyond, Birch Family Services provides fully integrated programs and services to support individuals in achieving their goals across their lifetime.

Position Summary

The Payroll Administrator will support the payroll function by ensuring accurate and timely processing of payroll across the organization. This role will work closely with the Payroll Manager, departments, and HR to handle timecard approvals, follow up on missed punches, process historical edits, and ensure compliance with all payroll policies and procedures. The ideal candidate is detail-oriented, organized, and adaptable, with strong technical skills in payroll systems and Excel.

Key Responsibilities

• Review, validate, and process employee timecards; follow up with departments on missed punches and incomplete approvals.
• Manage payroll edits, including historical adjustments and corrections within the Payroll system (Paycom).
• Process special payments (e.g., stipends, bonuses, retroactive pay).
• Enter and maintain garnishments, deductions, and other payroll-related changes.
• Audit payroll records for compliance, accuracy, and timeliness.
• Collaborate with HR, Finance, and site administrators to resolve payroll discrepancies.
• Ensure adherence to policies, legal requirements, and internal controls, including compliance with IRS, DOL, and state/local payroll regulations.
• Prepare and support payroll-related reporting, including audits, quarterly/annual reconciliations, and year-end activities (e.g., W-2 processing).
• Assist with payroll system testing, upgrades, and integrations with HRIS/Finance systems; liaise with Paycom support as needed.
• Respond to employee payroll inquiries promptly and professionally, serving as a resource for payroll policies and procedures.
• Support the development and documentation of Standard Operating Procedures (SOPs) for payroll processes.
• Provide backup payroll support and process payroll in the absence of the Payroll Manager.
• Work extended hours during peak payroll cycles, holidays, or deadlines when necessary.
• Perform other duties and ad hoc projects as assigned.

Minimum Job Requirements

• 5+ years of payroll administration or related experience required.
• Proficiency in payroll systems (Paycom or similar) and strong Excel skills.
• Knowledge of payroll regulations, compliance, and best practices.
• Strong organizational and follow-up skills with attention to detail.
• Ability to manage multiple priorities and meet strict deadlines.
• Effective communicator with the ability to coordinate across departments.
• Experience supporting both union and non-union employee payroll preferred.

Education

Bachelor's degree in finance, accounting, or a related field required.

Preferred:

• CPP (Certified Payroll Professional) or FPC (Fundamental Payroll Certification).
• Experience processing payroll for a multi-site, large workforce environment.

Key Attributes

• Highly detail-oriented and accurate.
• Reliable and able to maintain confidentiality.
• Flexible, with the ability to work additional hours during high-volume periods.
• Strong problem-solving skills and initiative.
• Service-oriented, with a commitment to supporting staff and organizational needs.

Work Environment & Physical Requirements

This position may be hybrid or onsite as determined by departmental needs.
Generally, minimal physical exertion is required. Occasional lifting of heavy boxes and presentation materials may occur.

EEO Statement

Birch Family Services provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics, in addition to federal law requirements. Birch Family Services complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Birch Family Services expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, identity or expression, national origin, age, genetic information, disability, or veteran status.

Additional Statements

Per New York State Law, Birch Family Services will NOT seek any past salary history from any applicant or job candidate. Birch Family Services holds the right to inquire about an applicant or job candidate's salary expectations for any Birch Family Services advertised job, position, and/or role.

The position description is a guide to the critical duties and essential functions of the job, not an all-inclusive list of responsibilities, qualifications, physical demands, and work environment conditions. Position descriptions are continuously reviewed and revised to meet the agency's changing priorities and needs at the sole discretion of management.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions unless this causes undue hardship to the company.