Payroll Specialist

Payroll Specialist – Finance Department – Richmond Hill Corporate OfficeOutreach Development Corporation is a non-profit organization that helps people address the issues stemming from substance use and behavioral health disorders by providing the highest quality, life-changing treatment, training and tools to build healthy lives. Our mission is to inspire individuals and families to achieve a life of unlimited potential.Position: Payroll Specialist – Finance Department – Richmond Hill Corporate OfficeThe 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.Payroll ProcessingAssist 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.Payroll AdministrationMaintain 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.Time and Attendance AdministrationMonitor 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.Reporting and ReconciliationGenerate 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.Compliance and ReportingEnsure 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.Employee SupportRespond 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.Audit and DocumentationMaintain organized payroll documentation in accordance with organizational policies and audit requirements.Assist with internal and external audit requests related to payroll documentation and reporting.Additional ResponsibilitiesSupport 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.QualificationsAssociate's degree in accounting, Finance, Business Administration, or related field preferred.Equivalent combination of education and relevant payroll experience may be considered.ExperienceMinimum 2–3 years of payroll processing experience, preferably in a nonprofit or healthcare environment.Experience processing payroll for multi-department or multi-program organizations preferred.Familiarity with time and attendance systems.Technical SkillsExperience 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.KnowledgeKnowledge of payroll tax regulations, wage and hour laws, and payroll best practices.Understanding of payroll documentation and record retention requirements.Familiarity with nonprofit operational environments is a plus.Skills & CompetenciesStrong attention to detail and accuracyAbility to maintain strict confidentialityStrong organizational and time management skillsAbility to work independently and meet payroll deadlinesEffective communication and customer service skillsProblem-solving and analytical thinkingPosition StatusThis is a non-exempt position, typically requiring [35 hours per week], with possibility of additional hours during payroll processing cycles or year-end payroll activities.A non-exempt employee is an employee that is covered by the FLSA regulations and are entitled to overtime pay at 1.5 times their regular rate for any hours worked over 40 in a workweek (or as specified by state law).