Payroll Specialist

About Vitra Health

Vitra Health is a mission-driven healthcare organization committed to improving the quality of life for individuals and families across Massachusetts. Through innovative home- and community-based services, Vitra supports aging adults, people with disabilities, and individuals with complex care needs. Every client is supported by a dedicated nurse and care manager, ensuring care that is compassionate, personalized, and dignified.

As we continue to grow, Vitra Health is seeking a meticulous, service-oriented payroll professional to own our payroll operation and ensure every team member is paid accurately and on time, every time.

The Opportunity

The Payroll Specialist owns the entire payroll process from end to end — from daily time card monitoring through processing, transmission, and post-payroll reconciliation. This role is the guardian of payroll accuracy for a multi-site workforce: time cards are monitored daily, the ADP hierarchy is kept correct and current, manager approvals are completed on schedule, and every payroll runs clean. The Payroll Specialist partners closely with Human Resources and Finance and serves as the trusted point of contact for employees on all payroll matters.

This role is ideal for a payroll professional who takes personal ownership of accuracy and deadlines, and who finds satisfaction in a payroll operation that runs so well no one has to think about it.

Key Responsibilities

• Owns the end-to-end payroll process, from time capture through processing, transmission, and post-payroll reconciliation.

• Monitors time cards in ADP daily, identifying missed punches, exceptions, and unapproved time, and follows up with employees and managers for timely resolution.

• Maintains the accuracy of the ADP hierarchy at all times, ensuring every employee is assigned to the correct supervisor, department, and location, and that approval routing reflects current reporting structures.

• Ensures manager time card approvals are completed by the payroll deadline and escalates recurring non-approval in accordance with policy.

• Processes payroll accurately and on schedule, including regular and overtime hours, earnings, deductions, retroactive adjustments, and special payments.

• Audits payroll data before and after each processing cycle, and resolves discrepancies prior to transmission.

• Processes new hires, terminations, and status and pay changes in ADP in coordination with Human Resources.

• Ensures compliance with federal and Massachusetts wage and hour requirements, tax withholding, garnishments, and required recordkeeping.

• Maintains complete and organized payroll records and supports internal and external audits.

• Prepares payroll reports and analyses for Finance and leadership, including overtime, exceptions, and approval compliance.

• Responds to employee payroll inquiries promptly, professionally, and with discretion.

• Partners with Human Resources and Finance on benefit deductions, accruals, and reconciliation support.

• Documents payroll procedures and continuously identifies opportunities to improve accuracy and efficiency.

• Maintains strict confidentiality of all payroll and employee information.

• Other duties as assigned.

• Foster a Culture of Customer Service and Commitment to Quality Care

• Serve as a brand ambassador for Vitra reflecting our vision, mission, and values.

• Show genuine interest and compassion for the communities we serve and commitment to the diversity of our clients and team members.

• Mentor and support team members.

What We Are Looking For

• Three or more years of payroll processing experience required; multi-site or healthcare experience preferred.
• Hands-on experience with ADP required, including time and attendance and supervisor hierarchy maintenance.
• Working knowledge of federal and Massachusetts wage and hour requirements.
• Exceptional attention to detail and commitment to accuracy and deadlines.
• Strong analytical and computer skills required, including Excel.
• Excellent communication skills and a customer service mindset in responding to employees.
• Proven discretion in handling confidential information.
• FPC or CPP certification preferred.
• Ability to work onsite in Boston required.

Physical and Environmental Demands:

• Works in a clean, well-lit environment with fluctuating temperatures in close proximity to others.
• Requires substantial periods of repetitive work utilizing a computer, monitor, keyboard, and mouse.
• Requires lifting and carrying equipment and supplies weighing up to 35 pounds; require pushing and pulling equipment and supplies weighing up to 35 pounds; require walking and standing; requires frequent sitting more than 75% of the workday; requires the ability to navigate stairs; requires visual acuity and manual dexterity to operate equipment.

Perks and Benefits:

• Health Insurance with a competitive employer contribution.
• Dental and Vision Benefits.
• 401K plan with a company 5% match.
• Paid-Time Off.
• Competitive Pay Rates.
• Wellness Benefits.
• Tuition Reimbursement.
• Supplemental Benefits: Life, Accident, Critical Illness and Disability Insurance.
• Supportive team structure and company culture with a focus on work/life balance.

VITRA Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.