Senior Specialist, HRMS and Payroll

By joining the National Student Clearinghouse, you can be sure that the work you do now will help shape the future of education and the workforce in the U.S. As the trusted source for higher education data since 1993, the Clearinghouse is the leading provider of transcript and data exchange services, automated enrollment and degree verifications, learner insights and research, and compliance solutions for schools, businesses, and learners nationwide. As a 501(c)(3) nonprofit organization, the Clearinghouse works with nearly 3,600 postsecondary institutions to meet their compliance needs and with thousands of high schools and districts to provide continuing collegiate enrollment, progression, and completion statistics about their alumni. In addition, the Research Center publications inform policymakers and business leaders about student educational pathways. Using our unique combination of data, analytics, and software to drive our mission, security and privacy is paramount. Join us as we continue to invest in our talent and new advanced technologies to unlock the power of data on behalf of all learners.

About The Role

The Senior Specialist, HRMS & Payroll is responsible for the administration, optimization, and continuous improvement of the organization’s Human Resource Management Systems (HRMS), time and attendance, payroll processes, HR data administration, compliance and reporting. This role will actively stay abreast of the external regular landscape and ensure compliance with applicable federal, state, and local requirements, particularly as it relates to multi-state payroll tax and reporting obligations in a remote-first work environment. Serving as a key liaison between Human Resources, Finance, Legal, IT, and external vendors, the senior specialist will play an integral role in ensuring data accuracy and integrity, system functionality, reporting accuracy and compliance, efficient business processes and scalability and delivering a high level of service and solutions. The Senior Specialist combines strong technical systems expertise with working payroll knowledge, analytical skills and the ability to manage confidential information with discretion to support organizational objectives, drive process improvements, and enhance employee experience. This position reports to the Managing Director, Human Resources in the People Experience Solutions (PES) Division. Currently, this is a remote-first position, and this position may be required to periodically work on-site at our office and the frequency would depend on the department/division's requirements. Therefore, candidates must reside within a reasonable distance to commute to our office when required.

How You Contribute

• Demonstrate the Clearinghouse's core competencies: Customer Focus, Optimizes Work Processes, Collaborates, Communicates Effectively, and Be Open and Authentic.

HRMS Administration and Support

• Serve as primary administrator and subject matter expert for the organization’s HRMS and related Total Rewards systems, including payroll, time and attendance, recognition, retirement, and benefits platforms.
• Lead and maintain system configurations, workflows, security roles, business rules, integrations, data feeds, and system access to ensure performance, security, confidentiality, and data integrity.
• Partner with HR, Finance, IT, and vendors to translate and implement business requirements into system enhancements, automation, and process improvements to include configure and setup benefits open enrollment, data feeds and integrations.
• Coordinate system testing, upgrades, patches, implementations, and new functionality; troubleshoot complex system and data issues through resolution, end-to-end.
• Manage HRMS transactions across the employee lifecycle, including hires, job and compensation changes, transfers, leave, organizational changes, and terminations.
• Maintain system documentation, procedures, and controls, and support the evaluation and implementation of integrated workforce management solutions, including actively participating and/or leading in RFPs, systems upgrades and optimization activities, as needed.

Payroll Administration and Operations

• Lead and administer payroll operations to ensure employees are paid accurately and on schedule, coordinating with the third-party payroll provider and other external partners. Oversee payroll provider activities and ensure SLAs are met.
• Review and process payroll transactions, including earnings, deductions, benefits, taxes, garnishments, adjustments, and employee status changes.
• Establish payroll quality controls, perform audits and reconciliations to identify and resolve discrepancies before payroll is finalized. Maintain accurate payroll records, approvals, and documentation.
• Process and complete required post-payroll activities, including retirement and HSA/FSA contribution processing.
• Partner with Finance to support payroll funding, accounting, reconciliations.
• Process vendor invoices and ensure timely payments are processed, as assigned.
• Work with third-party provider, lead quarterly and year-end payroll activities, including W-2 preparation, reconciliations, reporting, and required filings; monitor regulatory changes and implement necessary compliance updates.

Time and Attendance

• Administer and maintain the time and attendance process and system, including time capture, scheduling, attendance, leave processes, pay rules, and related configurations.
• Reconcile timekeeping data and resolve discrepancies that may affect payroll processing, in partnership with HR, managers, and employees. Ensure and support adherence of related policies.
• Monitor compliance with company policies and applicable federal, state, and local wage-and-hour requirements.
• Provide user support, training, job aids, and guidance on timekeeping policies, processes, and system functionality.
• Lead or support time and attendance implementations, upgrades, and optimization efforts to improve functionality, adoption, and efficiency.

Data Management and Reports

• Maintain accurate and timely employee data throughout the employee lifecycle and establish regular audits to ensure data standards and integrity across HR and payroll systems.
• Monitor interfaces, integrations, data feeds, and vendor file exchanges to ensure complete, accurate, and timely data transmission.
• Support data privacy, audit, and control requirements, including internal and external audits related to HR, benefits, payroll, and systems.
• Develop and maintain reports, dashboards, queries, and data exports for HR, Finance, leadership, regulatory requirements, and business decision-making.
• Maintain reporting standards, delivery methodology, and inventory of report repository; and leverage reporting and business intelligence tools to improve workforce insights and decision support.

Compliance Reporting and Support

• Maintain required federal and state employment notices and compliance postings.
• Support annual retirement and health and welfare plan audits, Form 5500 filings, compliance notices, and related documentation, as assigned.
• Prepare, reconcile, and submit required workforce compliance reports, including EEO and VETS reporting and applicable state filings.
• Conduct due diligence for employment in new states in partnership with Legal and Finance, and monitor employee work-location changes for policy, employment, and payroll tax compliance.
• Respond to unemployment information requests and maintain supporting records and documentation.

Workers Compensation Administration

• Administer the organization’s worker’s compensation program and serve as the primary liaison with insurance carriers, brokers, case managers, and other external partners.
• Lead the annual workers’ compensation premium audit, including payroll records, employee classification codes, requested documentation, and audit recordkeeping in partnership with Finance and Legal, as needed.
• Monitor workers’ compensation regulatory requirements and implement process changes needed to maintain compliance.
• Coordinate workplace injury and illness claim intake, documentation, timely reporting, follow-up, and resolution from initiation through closure. Adhere to OHSA requirements, as applicable.
• Partner with HR, Benefits, Leave Administrator, and managers on overlapping activities of worker’s compensation with FMLA, ADA, disability leave, return-to-work, and