Payroll Specialist

SENIOR PAYROLL SPECIALIST

PERFORMANCE-BASED HIRING PROFILE | ENVITA | SCOTTSDALE, ARIZONA

Accounting

Accounting Manager

5+ years of hands-on payroll experience, including independent multi-entity payroll ownership

$68,000–$85,000 annually

The Opportunity

At Envita, precision matters throughout the patient experience and behind the scenes. We are seeking an experienced Senior Payroll Specialist to independently manage accurate, timely payroll for all Envita companies across multiple legal entities and ADP company codes. This is a full-ownership role, not a processing-support role. This person will bring sound judgment, exceptional follow-through, strict discretion with confidential employee data, strong accounting discipline, and a service mindset to work that directly affects employees and organizational trust.

The Performance Mission

Within the first 90 days, develop a thorough understanding of Envita's existing payroll operations and assume independent responsibility for accurate, timely semi-monthly payroll processing across all companies. Demonstrate proficiency in employee change verification, pay calculations, benefit deduction verification, 401(k) reconciliations, payroll tax and garnishment follow-up, and accounting handoffs. By day 120, demonstrate consistent, independent payroll ownership, proactively identify and resolve exceptions, and implement agreed-upon process improvements that strengthen accuracy, efficiency, and internal controls.

Key Performance Outcomes (KPOs)

1 | Deliver accurate, on-time multi-entity payroll

Independently own scheduled semi-monthly payroll and required off-cycle payments for all Envita companies; achieve 100% on-time approved payroll runs and funding submissions. Independently run pre- and post-payroll variance, headcount, gross-to-net and exception reviews across all company codes. Be available on critical payroll processing days and coordinate planned time off in advance so payroll coverage is never disrupted.

2 | Calculate pay and payroll adjustments correctly

Accurately calculate overtime, PTO, sick leave, bonuses, commissions, and other payroll adjustments in line with Envita policy and wage-and-hour rules. Keep calculation support documented so every adjustment can be traced, reviewed and explained to employees or managers.

3 | Catch changes and prevent payroll errors

Verify HR-approved hires, terminations, transfers, compensation, department assignments, cost centers, tax jurisdictions, time records and deductions before every cutoff. Maintain a documented exception log and resolve or escalate critical issues before submission.

4 | Control manual and emergency payroll checks

Process manual and emergency checks only after required approvals are obtained, documenting the reason, amount and approval for each. Promptly communicate check details to Accounting for recording and positive pay so every check is recorded and clears without exception.

5 | Track employee advances and post-leave benefit repayments

Set up approved repayment deductions in ADP for employee advances and for benefit costs owed after unpaid leave. Track remaining balances every pay period, confirm deductions stop once balances are repaid, and escalate any outstanding balance at termination.

6 | Resolve payroll tax and garnishment issues through closure

Maintain entity/company-code and tax-registration reference data; confirm payroll tax and garnishment remittances are made accurately and on time. Review and respond to tax notices and agency correspondence, working with ADP and taxing or garnishment agencies until issues are resolved; review final pay, jurisdiction-specific rules, quarterly filings and year-end W-2 data with ADP and leadership.

7 | Verify benefit deductions and reconcile 401(k)

Verify that payroll benefit deductions match the enrollment and change information provided by HR, and flag anything that needs correction to HR; HR owns benefit reconciliation and ACA reporting. Complete ADP-integrated 401(k) contribution/loan/match reconciliations, and own every discrepancy through resolution: identify, research and follow up with HR, Accounting, ADP and plan partners until corrections and timely funding are confirmed.

8 | Maintain GL mappings and deliver clean accounting handoffs

Maintain ADP GL and department/cost-center mappings so labor costs post to the correct entity, department and cost center for budgeting and budget-to-actual reporting; identify and correct coding issues before Staff Accountants post the payroll entries. Prepare complete and accurate journal-entry support, labor allocations, payroll liabilities, accruals and intercompany detail by entity within close deadlines; Staff Accountants retain review and posting responsibility.

9 | Build an auditable, dependable payroll operation

Maintain payroll calendars, controls, desk procedures and secure records; document backup procedures so payroll can still be processed accurately and on time during any absence; document recurring error causes and implement at least two agreed process improvements by day 120 without weakening segregation of duties.

What Success Looks Like | First 120 Days

Required deliverables

Become familiar with Envita's existing payroll structure, including legal entities, ADP company codes, pay schedules, approval processes, tax jurisdictions, and payroll-to-GL mappings. Review current procedures and participate in complete payroll cycles to understand processing requirements, reconciliations, and accounting handoffs. Identify questions, potential risks, and opportunities for improvement.

Process payroll with review oversight, independently performing variance and exception checks, verifying HR-approved changes, and preparing accurate payroll support for Accounting. Begin independently verifying benefit deductions, reconciling 401(k) contributions, and resolving routine payroll discrepancies.

Independently manage payroll processing for all assigned entities, maintaining established approval controls and ensuring accurate, timely payroll. Complete required reconciliations, resolve discrepancies with HR, Accounting, and ADP, and deliver complete payroll documentation within established deadlines. Demonstrate the ability to maintain continuity through documented backup procedures.

Demonstrate consistent, accurate, and timely payroll processing with minimal oversight. Identify and implement at least two agreed-upon improvements to payroll workflows, documentation, or controls. Communicate recurring issues, unresolved risks, and improvement results to the Accounting Manager.

Core Responsibilities

• Administer scheduled, off-cycle, manual and final payroll, including overtime, PTO, sick leave, commissions, bonuses, adjustments and legally compliant deductions; obtain approvals for manual and emergency checks and notify Accounting for recording and positive pay.
• Maintain legal-entity/ADP company-code documentation; support entity transfers, new registrations and multi-state payroll setups.
• Partner with HR to verify completed employee setup, compensation changes, benefits, leaves and terminations; HR retains authorization and eligibility decisions.
• Verify benefit deductions, including Section 125 and HSA/FSA, against HR-provided enrollment data and flag discrepancies to HR; reconcile 401(k) deferrals, matches, loans and required remittances, and research and follow through on every discrepancy until resolution.
• Administer approved employee advances, leave-related benefit paybacks, garnishments and court orders, with complete repayment/withholding records.
• Review payroll tax filings and notices and follow up with ADP or agencies to resolution; support year-end W-2/W-2c, plan audits and workers’ compensation audits.
• Maintain ADP GL and department/cost-center mappings and correct coding issues; prepare payroll journal-entry packages and cost allocation support for accountant review/posting.
• Maintain strict confidentiality of employee payroll and personal information, including compensation, banking details and Social Security numbers, in accordance with company policies and security procedures.
• Maintain availability during critical payroll processing days, coordinate planned time off in advance, and keep backup procedures current so payroll is never disrupted.

Experience & Capabilities

• 5+ years of direct payroll experience, including independently managing payroll end-to-end for multiple legal entities; proven ownership matters more than an exact tenure threshold.
• Strong ADP Workforce Now or closely comparable ADP environment experience; practical company-code and payroll-to-GL knowledge strongly preferred.
• Multi-entity payroll experience required; multi-state experience strongly preferred; can explain complex transfers, taxes, garnishments and pay reconciliation.
• Strong Excel skills (lookups, pivots, reconciliations), careful documentation and ability to trace discrepancies to root cause.
• Solid grounding in wage-and-hour, payroll taxes, 401(k), benefit deductions and confidentiality; FPC or CPP certification preferred but not required.