Payroll Administration Specialist

JOB SUMMARY

This position combines the critical functions of payroll processing, ensuring accurate and timely payroll disbursement for all employees across the Enterprise while maintaining the integrity and efficiency of our HR information systems. The incumbent must have strong attention to detail, possess strong analytical skills, and be proficient in payroll and HRIS software as well as the ability to manage multiple, complex tasks simultaneously. This role requires a high level of accuracy and attention to detail, a strong working knowledge of policies and procedures related to enterprise-wide payroll including union and non-union, non-exempt and exempt (including executive level employees). The Payroll Admin Specialist provides Tier Two level support for payroll related issue resolution to employees as well as other HR partners.

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, and prepare reports for management.

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

• Year-End Processing: Perform year end duties such as entering all repayment corrections prior to W2 finalization

• Garnishments & Off-Cycle Payments: Handle garnishment inquiries and ensure compliance and 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 data accuracy and consistency.                                              

III. Customer Service & Support:

• Employee Inquiry Resolution: Respond to employee inquiries and escalations regarding payroll issues through the service request system in a timely and professional manner.

• Customer Support: Serve as a subject matter expert for HR-related paycheck issues, including benefits, 401k, and leave of absence.            

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 (including the Department of Labor).

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

V. Banking & Financial Operations:

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

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

Other duties as assigned or requested.                                                                       

EDUCATION

Required​

• None

Substitutions

• 3 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

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

• Experience with Workday and Kronos or related system

Preferred

• Experience processing union pay

• Workday pay and timekeeping or Kronos

• Experience with Salesforce

LICENSES OR CERTIFICATIONS

Required

• None

Preferred

• CPP (Certified Payroll Professional)

• FPC (Fundamental Payroll Certification)

SKILLS

• Strong understanding of payroll regulations, tax laws, and leave administration

• Excellent attention to detail and accuracy

• Proficiency in Microsoft Office Suite

• Proficient in mathematical concepts and calculations and identifying errors

• Intermediate Excel knowledge (VLOOKUP and Pivot tables)

• 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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