Payroll Manager

Responsibilities

Payroll Processing & Administration

• Own end-to-end semi-monthly, bi-weekly, and off-cycle payroll processing for all active employees across Talkiatry's 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 WFN.
• Coordinate with HR Operations and Finance to reconcile payroll data prior to each payroll close, including FTE changes, new hires, terminations, and comp adjustments.
• Process manual checks, voids, and reversals as needed; ensure proper documentation and audit trail for each off-cycle event.
• 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; partner 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 WFN; coordinate with the HR Tech & Benefits team 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 WFN, including Employee Maintenance, Payroll, Time & Attendance, and Smart Compliance.
• Build and maintain custom payroll reports, audit queries, and reconciliation templates within ADP Report Writer and Workforce Now Analytics.
• Troubleshoot ADP system issues; liaison with ADP Client Services and escalate to ADP Dedicated Support as warranted.

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 the Accounting team.
• Support internal and external audits by providing payroll records, tax filings, and supporting documentation in a timely manner.
• Assist with budgeting and forecasting by providing headcount cost models, overtime trend data, and comp 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 when recovery involves complex multi-state or contractual considerations.
• Monitor and enforce compliance with any incentive compensation clawback provisions in coordination with Total Rewards.

Team Collaboration & Process Improvement

• Partner with HR Operations, HRBPs, and People leadership to ensure payroll processes support the employee lifecycle from offer through offboarding.
• Document and maintain payroll SOPs, process guides, and compliance calendars within the HR Ops 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 Jira Service Management payroll tickets within established SLA targets.

Requirements

• 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 Workforce Now Reporting.
• Working knowledge of federal and multi-state wage and hour law, including FLSA, state final pay rules, garnishment compliance, and payroll tax registration requirements.
• Experience with year-end W-2 and ACA 1095-C processes within ADP WFN.
• Strong Excel skills for payroll reconciliation and data analysis; experience with payroll journal entries and accounting fundamentals.
• High degree of accuracy, discretion, and confidentiality with sensitive compensation and employee data.

Nice-to-Haves

• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) credential.
• Experience in a healthcare, telehealth, or multi-entity organization with exempt and non-exempt employee populations.
• Experience administering leave pay offsets (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.