Payroll Specialist

Payroll Specialist Finance Department Richmond Hill Corporate Office

Outreach 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.

The 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.

Job Scope Key Responsibilities

Payroll Processing

• Assist 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 Administration

• Maintain 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 Administration

• Monitor 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 Reconciliation

• Generate 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 Reporting

• Ensure 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 Support

• Respond 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 Documentation

• Maintain 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 Responsibilities

• Support 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.

Qualifications

• Associate's degree in accounting, Finance, Business Administration, or related field preferred.
• Equivalent combination of education and relevant payroll experience may be considered.

Experience

• Minimum 23 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 Skills

• Experience 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.

Knowledge

• Knowledge 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 & Competencies

• Strong attention to detail and accuracy
• Ability to maintain strict confidentiality
• Strong organizational and time management skills
• Ability to work independently and meet payroll deadlines
• Effective communication and customer service skills
• Problem-solving and analytical thinking

Position Status

This 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).

Work Environment

This position operates in a professional office environment within a nonprofit behavioral health organization supporting mental health and substance use disorder services. The role involves extensive computer use and handling of confidential employee payroll data.

The intent of this job description is to provide a representative summary of duties and responsibilities that will be required of this position and title and shall not be construed as a declaration of the specific duties and responsibilities of any position. Employees may be requested to perform job-related tasks other than those specifically presented in this description. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

Outreach is an equal opportunity employer. The agency does not discriminate on the basis of race, color, gender, socio-economic status, marital status, national or ethnic origin, age, religion or creed, disability, or political or sexual orientation. Diversity is celebrated as a strength at Outreach.

Outreach: Building Healthy Lives