Specialist, Payroll and Administrative Support

Position Summary

*Candidate must be local to the Washington, DC Metropolitan area, Maryland and Northern Virginia*

The Specialist, Payroll and Administrative Support is a member of the People team, reporting directly to the VP, Administration. This role is responsible for the accurate and timely processing of payroll and expense reimbursements. In addition to payroll duties, the Specialist will support internal and external audits and help maintain the Human Resources Information System (HRIS), including database management, system upgrades, and the creation of custom reports and queries. The role also assists in providing employee support and training on HRIS functionality.

Reportability

This position will report directly to the VP, Administrative Support.

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Payroll Processing:

• Process bi-weekly payroll, ensuring accurate and timely submission of all payroll data.
• Address discrepancies in timekeeping records and make necessary adjustments.
• Collaborate with the People and Finance teams to ensure timely distribution of paychecks or direct deposits.
• Maintain accurate payroll records, ensuring compliance with company policies and legal requirements.

Expense Reimbursement:

• Process employee expense reimbursements according to company policy, ensuring accuracy and compliance with internal guidelines.
• Review and verify expense reports to ensure appropriate documentation and approval are in place.

• Assist in creating custom and automated reports related to reimbursements.

Data Management and Reporting:

• Support internal and external audits by collecting and organizing payroll, employee, and expense data.
• Ensure audit-related documentation is complete, accurate, and easily accessible.
• Assist with the management and optimization of the Human Resources Information System (HRIS), including database management, system upgrades, and module maintenance.
• Help manage HRIS permissions, user access, and system settings.
• Assist in developing and documenting custom functions such as standard operating procedures, filters, and reports.

Other duties may be assigned as required.

Qualifications

The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills, and Abilities - Bachelor's degree in business administration, human resources, or proven experience in payroll processing, accounting, or a similar administrative role. Proficiency in using an HRIS system strongly preferred. Strong verbal and written communication skills interacting with peers and people managers. Advanced-level skills in MS Word and Excel and excellent presentation skills are essential. Understanding and working knowledge of confidentiality issues and HIPAA compliance regulations.

Physical Demands - Regularly required to sit; frequently required to reach with hands and arms, walk, stoop, kneel, crouch, talk or hear; must be able to lift objects up to twenty-five (25) pounds.

Work Environment - Mostly in a typical office and/or home setting with quiet to moderate noise level. May be exposed to extreme cold, heat, and humidity due to outside weather conditions. Opportunity to work a hybrid schedule.

Benefits:

• Competitive benefits package, including medical, dental & vision insurance, plus retirement options
• 25 days of paid time off (PTO) annually, in addition to 10 paid holidays, plus educational days to attend training and conferences
• CME/License renewals
• $2000/year educational reimbursement to attend training and conferences
• NHSC/HRSA loan repayment options, if applicable
• WMATA metro/bus subsidy