Payroll Operations & HRIS Specialist

Key Responsibilities: 

The Payroll Operations & HRIS Specialist will play a vital role in overseeing end-to-end bi-weekly payroll processing for over 500 multi-state employees with diverse compensation models. This role ensures compliance, accuracy, and timeliness in payroll activities while serving as the primary administrator for ADP Workforce Now, maintaining data integrity and system efficiency. The Specialist will also manage HR documentation, identify and create missing SOPs, and support HR operations with innovative, organized, and streamlined solutions. 

This is a hybrid position requiring one day a week in our Philadelphia, PA office.

Payroll Management: 

• Oversee end-to-end payroll processing of bi-weekly for 500+ employees, ensuring accuracy and timeliness.  
• Payroll processing includes multi-state employees with various compensation models (Hourly, Salary, Commission, Bonus, etc.), ensuring proper deductions and compliance. 
• Generate bi-weekly reporting and distribute to relevant stakeholders. 
• Enter ad-hoc payroll transactions and adjustments. 
• File quarterly taxes/reports and manage state and local tax jurisdiction setups, including opening new states in payroll. 
• Upload wage garnishments and tax notices through ADP SmartCompliance. 
• Investigate, communicate, and resolve pay discrepancies. 
• Generate W-2s and other documents required by federal, state, and local regulations, ensuring timely electronic transmission. 
• Maintain year-to-date records of wages, deductions, and taxes. 
• Oversee 401(k) administration and reporting, including managing payroll loans and deferral changes, and validate/upload contribution files to the 401(k) vendor. 
• Ensure compliance with payroll-related laws and regulations. 

HRIS Administration: 

• Serve as the primary administrator for ADP Workforce Now, ensuring data integrity and system accuracy. 
• Maintain clean data and a well-organized system, identifying and implementing creative solutions for simplified processes and automation. 
• Administer access permissions, security management, and payroll-specific data such as tax and pay class. 
• Record employee lifecycle changes post-onboarding and provide process/procedure improvement recommendations. 
• Generate reports and analytics for internal and compliance purposes. 

Document & File Management: 

• Maintain and organize HR documentation, including SOPs, policies, and employee files on ADP and SharePoint. 
• Identify missing SOPs and collaborate with the HR team to create and update them as needed. 
• Manage version control and ensure up-to-date documentation is accessible to the HR team. 
• Oversee digital and physical filing systems to support HR operations. 

HR Support & Coordination: 

• Act as a key resource for payroll and HRIS-related inquiries from employees and managers. 
• Support HR projects and initiatives, ensuring deadlines are met and goals are achieved. 
• Assist with employee benefits administration as needed. 
• Provide ad-hoc reports and support internal audits as needed. 

Qualifications: 

• Minimum 5 years of experience in payroll processing, with at least 3+ years’ experience within ADP Workforce Now. 
• Proficiency in ADP Workforce Now and Microsoft 365 (Outlook, SharePoint, OneDrive). 
• Well-versed in multi-state payroll processing, policies and compliance. 
• Strong ability to handle payroll calculations, time tracking, and resolve discrepancies. 
• Exceptional ability to manage and prioritize multiple tasks, ensuring accuracy and timeliness. 
• Strong interpersonal and written communication skills to collaborate with team members and employees effectively. 
• Ability to troubleshoot system issues and payroll discrepancies proactively. 
• Familiarity with commission and bonus payroll processing. 
• Experience managing HR documentation and maintaining version control. 
• Knowledge of payroll compliance laws and regulations. 
• Certified Payroll Specialist in ADP Workforce Now, preferred  

Medical Guardian

What started in a Philadelphia apartment, with the goal to protect one cherished grandmother, has expanded to serving more than 615,000 active patients, members, and customers across the country. We now offer a full suite of connected-care medical alerts systems and services.

We put our customers and employees first when making decisions. We challenge ourselves to improve our products and services. We care about the impact we make and the community we support and invest time to create genuine connections with our customers, partners, and each other. We strive to deliver the highest-quality performance, growth, and results.

Learn more about Medical Guardian by visiting www.medicalguardian.com

• Health Care Plan (Medical, Dental & Vision)
• Paid Time Off (Vacation, Sick Time Off & Holidays)
• Company Paid Short Term Disability and Life Insurance
• Retirement Plan (401k) with Company Match