Senior Payroll Administration Specialist

JOB SUMMARY

This senior-level position supports the enterprise-wide payroll function, ensuring accurate and timely disbursement for all employees while maintaining the integrity and efficiency of our HR information systems. The incumbent will possess exceptional analytical skills and strategic thinking, developing and implementing process improvements to optimize payroll operations. This role requires a deep understanding of complex payroll regulations, including union and non-union, exempt and non-exempt (including executive level) compensation structures. The Senior Payroll Specialist is a subject matter expert in pay processes and will provide guidance and support to ensure consistent high-quality performance. This role includes managing multiple priorities simultaneously and providing subject matter expert-level support for escalated payroll issues across HR and the employee population.

ESSENTIAL RESPONSIBILITIES

I. Core Payroll Processing & Compliance:

• Payroll Execution: Process multi-state payroll for a large employee base with numerous FEINs on a weekly/bi-weekly/monthly basis, ensuring accurate and timely disbursement while adhering to all federal, state, and local regulations, including FLSA compliance.

• Record Maintenance & Reporting: Maintain accurate and comprehensive employee payroll records, manage reconciliation of payroll accounts, generate reports for management, and prepare for audits (including Department of Labor compliance).

• Complex Calculations & Adjustments: Calculate and process a variety of payroll adjustments, including those related to time off, leave, compensation, benefits, retro adjustments, and overpayments, accounting for Gross to Net calculations while maintaining within FLSA and IRS regulations.

• Year-End Processing: Manage year-end payroll activities, including entering repayment corrections prior to W2 finalization.

• Garnishments & Off-Cycle Payments: Handle garnishment inquiries and ensure compliance, manage off-cycle payroll processing and settlements.                                                                    

II. HRIS Management & System Expertise:

• Documentation & Training: Develop and maintain documentation, including training materials, SOPs, HRSO FAQs.

• System Implementation & Improvement: Assist with the implementation of new HRIS features and functionalities, generate reports/analysis, identify and implement process improvements to optimize HRIS efficiency.

• Data Management & Validation: Performs EIB (Enterprise Interface Builder) loads and validations; ensuring accuracy and consistency; performs high-level quality control audits.                                                                

III. Customer Service & Support:

• Employee Inquiry Resolution: Respond to employee inquiries and escalations through the service request system and provide support to stakeholders.

• Vendor & Union Liaison: Serve as the primary liaison for key third-party vendors and union representatives, ensuring effective communication and collaboration.

• Expert Support: Serve as a subject matter expert for HR-related pay issues and provide expert-level support enterprise wide.                                                                           

IV. Compliance & Policy Adherence:

• Regulatory Compliance: Stay current on all applicable payroll laws and regulations, ensuring compliance.

• Policy & Procedure Maintenance: Maintain payroll procedures and documentation, ensuring compliance with internal controls and audit requirements.

• Collections & Claw backs: Administer the contract terms and conditions for employee sign-on, retention, performance, tuition reimbursement, and severance agreements, collaborating with legal counsel as needed. Manage collections operations based on clawback agreements, processing clawbacks in accordance with applicable laws and company policies. This includes performing collections when applicable and engaging with relevant departments to ensure efficient and compliant execution.

• Internal Controls: Conduct various and detailed pay audits to ensure accuracy and compliance with company policy and applicable laws.

V. Banking & Financial Operations:

• Banking Management: Manage banking through vendor system (ACH returns & positive pay).

• Wire Transfers & Check Requests: Process AHN and HM wires & check requests for deductions.               

VI. Process Improvement & Quality Assurance:

• Testing & Validation: Lead the testing and validation of new payroll implementation procedures, ensuring seamless transitions and minimizing disruptions.

• Process Oversight: Oversee and manages the comprehensive payroll checklist, ensuring accuracy and compliance throughout the entire payroll cycle.

• Peer Review & Best Practices: Conduct peer reviews of higher-level and more complex payroll tasks, including off-cycle payments and overpayment corrections, ensuring accuracy and adherence to best practices, company policies, and applicable laws."                                                                 

Other duties as assigned or requested.                                                                       

EDUCATION

Required​

• None

Substitutions

• 5 years of related and progressive experience in lieu of bachelor's degree

Preferred

• Bachelor's Degree in Finance, Business Administration, Accounting, Human Resources, or a related field

EXPERIENCE

Required

• 5 years of experience in payroll processing, with demonstrable experience in all listed responsibilities.

• Experience with Workday and Kronos or related system

Preferred

• Experience with Benefits, Time Tracking, Kronos/UKG, Leave of Absence, 401k

LICENSES OR CERTIFICATIONS

Required

• None

Preferred

• CPP (Certified Payroll Professional)

• FPC (Fundamental Payroll Certification    

SKILLS

• Strong understanding of payroll regulations, benefits, tax laws, leave administration, and their impact on pay

• Excellent attention to detail and accuracy

• Proficiency in Microsoft Office Suite

• Proficient in mathematical concepts and calculations and identifying and mitigating errors

• Proficient in advanced Microsoft Excel functionalities

• Strong Customer Service skills

• Strong analytical and problem-solving skills

• Excellent communication and interpersonal skills

• Ability to work independently and as part of a team

• Ability to handle confidential information with discretion

LANGUAGE REQUIREMENT (other than English)

None

TRAVEL REQUIRED

0%-25%

PHYSICAL, MENTAL DEMANDS AND WORKING CONDITIONS

Position Type

Office Based

Teaches / trains others regularly

Does Not Apply

Travel regularly from the office to various work sites or from site-to-site

Does Not Apply

Works primarily out-of-the office selling products/services (sales employees)

Does Not Apply

Physical work site required 

Yes

Disclaimer: The job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this job title. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.

Compliance Requirement: This position adheres to the ethical and legal standards and behavioral expectations as set forth in the code of business conduct and company policies

As a component of job responsibilities, employees may have access to covered information, cardholder data, or other confidential customer information that must be protected at all times. In connection with this, all employees must comply with both the Health Insurance Portability Accountability Act of 1996 (HIPAA) as described in the Notice of Privacy Practices and Privacy Policies and Procedures as well as all data security guidelines established within the Company’s Handbook of Privacy Policies and Practices and Information Security Policy. Furthermore, it is every employee’s responsibility to comply with the company’s Code of Business Conduct. This includes but is not limited to adherence to applicable federal and state laws, rules, and regulations as well as company policies and training requirements. 

Pay Range Minimum:

Pay Range Maximum:

Base pay is determined by a variety of factors including a candidate’s qualifications, experience, and expected contributions, as well as internal peer equity, market, and business considerations.  The displayed salary range does not reflect any geographic differential Highmark may apply for certain locations based upon comparative markets.

Highmark Health and its affiliates prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on any category protected by applicable federal, state, or local law.

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