What are the responsibilities and job description for the Senior Payroll Specialist position at Community Clinic Inc.?
Position Summary:
The Senior Payroll Specialist is responsible for the accurate and timely processing of payroll for approximately 300 employees across multiple healthcare locations. This position serves as the primary payroll subject matter expert and works closely with Human Resources, Accounting, and department leaders to ensure compliance with all federal, state, and local payroll regulations while maintaining strong internal controls.
The Senior Payroll Specialist manages all payroll-related activities utilizing ADP Workforce Now, including payroll processing, tax reporting, benefit deductions, garnishments, payroll reconciliations, and employee support. The position reports to the Controller and serves as backup support for payroll continuity planning.
KEY FUNCTIONS AND RESPONSIBILITIES:
Payroll Administration
- Process biweekly payroll for approximately 300 employees accurately and on schedule.
- Review and validate payroll transactions including new hires, terminations, salary changes, benefit deductions, retroactive adjustments, and PTO balances.
- Audit payroll registers and exception reports prior to payroll submission.
- Coordinate payroll processing with Human Resources and department managers.
- Ensure payroll data integrity within ADP Workforce Now.
Compliance & Tax Administration
- Ensure compliance with federal, state, and local payroll regulations.
- Coordinate payroll tax filings and reporting through ADP.
- Manage wage garnishments, child support orders, tax levies, and other court-ordered deductions.
- Assist with year-end payroll activities including W-2 review and distribution.
- Maintain payroll records in accordance with regulatory requirements.
Accounting & Reconciliation
- Prepare and reconcile payroll journal entries.
- Reconcile payroll-related balance sheet accounts, including accrued PTO, payroll liabilities, and benefit deductions.
- Assist with monthly, quarterly, and annual financial close processes.
- Support annual financial audits and payroll-related compliance reviews.
- Prepare payroll reports and analysis for management.
Benefits & Timekeeping Administration
- Validate benefit deductions and coordinate discrepancy resolution with Human Resources and benefit vendors.
- Monitor timekeeping and attendance records within ADP Time & Attendance.
- Review PTO, leave balances, and payroll impacts related to employee leaves of absence.
- Assist with payroll-related aspects of benefit enrollment and changes.
Customer Service & Continuous Improvement
- Serve as the primary contact for employee payroll inquiries.
- Provide training and support to managers regarding payroll and timekeeping procedures.
- Recommend process improvements to increase efficiency and strengthen internal controls.
- Assist with payroll system upgrades, testing, and implementation of new payroll functionality.
Internal Control Responsibilities
- Maintain segregation of duties and payroll internal controls.
- Ensure proper approval documentation for payroll changes.
- Review payroll exception reports and investigate discrepancies.
- Support audit requests and maintain payroll documentation.
- Identify and report payroll compliance risks to the Controller.
REQUIRED SKILLS OR ABILITIES:
- Strong knowledge of payroll laws and regulations.
- Proficiency with ADP Workforce Now Payroll, HR, and Time & Attendance modules.
- Strong Microsoft Excel skills.
- Excellent analytical and problem-solving abilities.
- Ability to maintain confidentiality and handle sensitive employee information.
- Ability to meet strict payroll deadlines.
- Strong organizational skills and attention to detail.
MINIMUM QUALIFICATIONS:
- Associate's degree in Accounting, Finance, Business Administration, or related field required.
- Bachelor's degree preferred.
- Minimum 5 years of payroll processing experience.
- Experience with payroll reconciliations and general ledger integration required.
- Experience processing payroll for 200 employees preferred.
- Experience with ADP Workforce Now strongly preferred.
- Healthcare, FQHC, or nonprofit experience preferred.
- Fundamental Payroll Certification (FPC) and Certified Payroll Professional (CPP) preferred.
Why work at CCI?
- Extensive benefits plan including PTO
- 403B Retirement Plan
- Tuition reimbursement opportunities
- Continuing education assistance; can be used toward obtaining certifications, renewal of certifications, or possible conference attendance.
- Our providers are insured for malpractice under FTCA.
Equal Employment Opportunity (EEO)
CCI Health Services does not unlawfully discriminate based on race, religion, color, national origin, citizenship, ancestry, physical or mental disability, legally protected medical condition (cancer related or genetic characteristics or any genetic information), marital status, sex, sexual orientation, gender identity, gender expression, pregnancy, age (40 or older), military and/or veteran status or any other basis protected by federal or state law. All personnel decisions are to be administered in accordance with this policy and in compliance with applicable federal and state law, including, but not limited to, decisions regarding recruitment, selection, training, promotion, compensation, benefits, transfers, lay-offs, tuition assistance, and social and recreational programs.
The CEO & President of CCI and all managerial personnel are committed to this policy and its enforcement. Employees are directed to bring any violation of this policy to the immediate attention of their supervisor, Human Resources, or the CEO & President. Any employee who violates this policy or knowingly retaliates against an employee reporting or complaining of a violation of this policy, shall be subject to immediate corrective action, up to and including termination of employment. Complaints brought under this policy will be promptly investigated and handled with due regard for the privacy and respect of all involved.
Salary : $63,000 - $75,000