Payroll Manager

Overview

The Payroll Manager is responsible for the accurate and timely processing of semi-monthly and bi-weekly payrolls across a multi-entity, multi-state organization. This role acts as the primary subject matter expert for ADP Workforce Now and collaborates closely with HR Operations, Finance, and other stakeholders to ensure compliance with federal, state, and local wage and hour regulations within a complex telehealth workforce.

Responsibilities

Payroll Processing & Administration

• Manage end-to-end semi-monthly, bi-weekly, and off-cycle payroll processing for all active employees across the multi-entity structure using ADP Workforce Now.
• Ensure accurate setup and maintenance of earnings codes, deduction codes, pay groups, cost centers, and company codes within ADP Workforce Now.
• Coordinate with HR Operations and Finance to reconcile payroll data prior to each payroll close, including FTE changes, new hires, terminations, and compensation adjustments.
• Process manual checks, voids, and reversals as needed, maintaining proper documentation and audit trails for off-cycle events.
• Manage garnishment orders, child support withholding, and tax levies in partnership with ADP Smart Compliance.
• Administer incentive compensation payouts, bonus calculations, and equity-related payroll entries in alignment with Finance and Total Rewards.

Multi-State Tax & Compliance

• Maintain accurate state and local tax registrations and withholding configurations across all active employee work locations; collaborate with ADP Tax Filing Services to resolve discrepancies.
• Monitor nexus exposure and coordinate with Finance and Legal when employees establish presence in new jurisdictions.
• Ensure compliance with multi-state wage and hour laws, including minimum wage updates, overtime rules, final pay deadlines, and pay frequency requirements.
• Manage year-end processes including W-2 production, W-2c corrections, and ACA 1095-C configuration within ADP Workforce Now; coordinate with HR Tech & Benefits on ACA measurement period data.
• Support multi-state leave pay integrations.

ADP Workforce Now System Administration

• Serve as functional system administrator for payroll-related modules within ADP Workforce Now, including Employee Maintenance, Payroll, Time & Attendance, and Smart Compliance.
• Build and maintain custom payroll reports, audit queries, and reconciliation templates using ADP Report Writer and Workforce Now Analytics.
• Troubleshoot ADP system issues; liaise with ADP Client Services and escalate to Dedicated Support as needed.

Finance & Accounting Partnership

• Prepare and deliver payroll journal entries, labor distribution reports, and payroll accrual schedules to Finance for each pay period.
• Reconcile payroll liability accounts monthly and resolve variances in coordination with Accounting.
• Support internal and external audits by providing payroll records, tax filings, and supporting documentation promptly.
• Assist with budgeting and forecasting by providing headcount cost models, overtime trend data, and compensation change impact analyses.

Overpayment Recovery & Wage Compliance

• Administer employee overpayment recovery processes in compliance with applicable state wage payment laws, including NY Labor Law Article 6 and similar statutes.
• Draft repayment agreements and coordinate with Legal for complex multi-state or contractual recovery cases.
• Monitor and enforce compliance with incentive compensation clawback provisions in coordination with Total Rewards.

Team Collaboration & Process Improvement

• Partner with HR Operations, HR Business Partners, and People leadership to ensure payroll processes support the employee lifecycle from offer through offboarding.
• Document and maintain payroll standard operating procedures, process guides, and compliance calendars within the HR Operations knowledge base.
• Identify opportunities to streamline payroll workflows, reduce manual intervention, and improve data integrity between ADP and connected systems.
• Provide payroll-related guidance and education to employees and managers; respond to payroll tickets within established SLA targets.

Requirements

• Minimum 5 years of payroll management experience, including direct responsibility for processing multi-state payroll for 300+ employees.
• Expert-level proficiency in ADP Workforce Now, including payroll processing, Smart Compliance, tax setup, and reporting.
• Working knowledge of federal and multi-state wage and hour laws, including FLSA, state final pay rules, garnishment compliance, and payroll tax registration.
• Experience with year-end W-2 and ACA 1095-C processes within ADP Workforce Now.
• Strong Excel skills for payroll reconciliation and data analysis; familiarity with payroll journal entries and accounting fundamentals.
• High degree of accuracy, discretion, and confidentiality handling sensitive compensation and employee data.

Preferred Qualifications

• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC).
• Experience in healthcare, telehealth, or multi-entity organizations with exempt and non-exempt employee populations.
• Experience administering leave pay offsets (e.g., NY DBL, NY PFL, NJ TDI, CA SDI, Unum STD) within payroll.
• Exposure to incentive compensation, variable pay, or physician compensation models.
• Experience with Jira Service Management or similar ticketing platforms for HR/payroll request intake.

Compensation & Benefits

• Salary range: $120,000 - $135,000 annually.
• Medical, dental, and vision insurance effective from day one of employment.
• 401(k) plan with company match.
• Generous paid time off plus paid holidays.
• Paid parental leave.

Location

This role supports a multi-state telehealth workforce. Specific location requirements are not stated.

Additional Information

The organization participates in E-Verify and will verify employment eligibility after a job offer is accepted and Form I-9 is completed.

Equal opportunity employer committed to diversity, inclusion, and equity. All qualified candidates are encouraged to apply regardless of race, color, ancestry, religion, national origin, sexual orientation, age, citizenship, marital or family status, disability, gender identity or expression, pregnancy or caregiver status, veteran status, or any other legally protected status.