What are the responsibilities and job description for the Senior Payroll Administrator position at firstPRO, Inc?
Senior Payroll Administrator
Boston, MA (3 days in-office)
Overview: The Senior Payroll Administrator is responsible for managing the complete payroll process and overseeing the time and attendance system. This role ensures that all personnel records are maintained accurately and up to date, working in close collaboration with Human Resources and the Accounting Department.
Essential Duties and Responsibilities:
- Process exempt (semi-monthly) and non-exempt (biweekly) payrolls for 400-500 employees across 10 states using ADP’s Workforce Now
- Reconcile payroll periods
- Calculate pro-rata wages and deductions for hires, terminations, and status changes
- Ensure accurate tax and payroll deductions, understanding reciprocity
- Import data for bonuses, additional payments, retro payments, annual salary, deduction changes, and benefit goals
- Monitor timecard entries in ADP’s Essential Time
- Collaborate with HR and Legal Talent on hiring and terminations in ADP
- Generate regular and ad hoc reports with analysis
- Ensure accuracy of annual goals for pre-tax deductions like HSA and flex spending accounts
- Process and calculate garnishments
- Review and modify annual payroll schedules
- Enter and modify employee data in HRIS (ADP Workforce Now) and Accounting (Aderant) systems
- Upload payroll general ledger journal entries and prepare miscellaneous journal entries
- Prepare/modify employer tax expense projections and net cash payroll funding estimates
- Create and run regular and ad hoc reports from all systems
- Liaise with tech support for system issues
- Enter banking information into the invoice payment system (PayMode)
- Access MA unemployment database for claims and correspondence, answering questionnaires
- Prepare Directors' verification of employment letters
- Assist HR with annual reporting (EEO and ACA)
- Reconcile balance sheet accounts and analyze expense accounts, assisting with variance questions
- Resolve employee questions and problems by researching policies, procedures, and laws
- Recommend updates to payroll policies and procedures
- Maintain strict confidentiality of employee data
- Attend training classes and webinars to stay current on legislative matters
- Cross-train designated back-up for payroll and time and attendance administration
Knowledge, Skills, and Abilities Required:
- Bachelor’s degree or equivalent experience
- Minimum 5 years in payroll administration and time and attendance, including benefits and 401(k)
- Knowledge of payroll tax, garnishment, benefit deductions, and compliance
- Strong Excel skills
- Preferred experience in professional services industry
- Strong interpersonal skills for interacting with all organizational levels
- Excellent problem-solving and judgment skills with attention to detail
- Superior written and oral communication skills
- Commitment to team development and growth
- Advanced interpersonal skills and flexible, business partner mindset
- Ability to prioritize heavy workload under pressure
- Proficiency in Payroll and HRMS Systems (ADP Workforce Now preferred), Time & Attendance System, Aderant, Windows, Microsoft Word, and Excel
- 3-5 years of experience supporting finance and accounting
