Job Description
Summary:
This position is responsible for the strategic oversight and operational management of the organization’s full-cycle payroll function across the Armed Services YMCA enterprise. This role serves as a subject matter expert for payroll compliance, systems, and process improvement, ensuring accurate, timely, and compliant payroll delivery. This position requires expertise in ADP Workforce Now, multi-state payroll regulations, and retirement plan administration.
Essential Duties & Responsibilities:
- Oversee end-to-end payroll processing for all full-time, part-time, and seasonal employees
- Ensure accurate calculation and processing of wages, salaries, overtime, bonuses, and other compensation components
- Have in-depth knowledge of federal and multi-state payroll tax laws, wage and hour regulations, and garnishment processing
- Review and approve payroll registers, exception reports, and reconciliations prior to final submission
- Manage off-cycle payroll runs, manual checks, and adjustment processing as needed
- Maintain payroll calendars and coordinate with HR to meet all deadlines
- Maintain current knowledge of federal, state, and local payroll tax laws, regulations, and filing requirements across all operating jurisdictions
- Manage state tax registrations and accounts for new and existing states
- Ensure timely and accurate filing of all payroll tax returns
- Monitor regulatory changes and proactively implement updates to payroll processes and systems
- Serve as the primary system administrator for ADP Workforce Now
- Configure and maintain payroll earnings codes, deduction codes, tax setups, pay groups and workflow rules within the platform
- Collaborate with ADP Support and internal teams to troubleshoot system issues
- Develop and maintain custom reports, dashboards, and data exports to support Finance, HR, and executive leadership
- Lead system audits to ensure data integrity across payroll and retirement modules
- Oversee payroll integration with the 403(b)-retirement plan platform, ensuring accurate contribution processing and timely remittances
- Reconcile retirement plan contributions monthly and resolve discrepancies with third-party administrators
- Develop and maintain internal controls to safeguard payroll data and ensure compliance
- Prepare and present payroll analytics for senior leadership
- Manage internal and external payroll audits, providing documentation and responses to auditor inquiries
- Conduct periodic self-audits of payroll processes to identify and remediate risks proactively
- Ensure data privacy and security protocols are maintained in accordance with company policy and applicable regulations
- Act as primary point of contact with third party vendors supporting the payroll function, driving for consistency and quality in service delivery.
Education and Experience:
- Bachelor’s degree in Accounting, Finance, Business Administration, Human Resources, or a related field and 5-7 years of progressive payroll experience with 2 years of demonstrated work experience OR equivalent combination of education and experience
- Proficiency in ADP WFN required
- Demonstrated experience managing multi-state payroll for a workforce of 500+ employees required (California and Alaska experience a plus).
- Hands-on experience with 401(k)/403(b) plan administration and payroll-benefits integration highly preferred.
- Payroll Certification of Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) highly preferred
- Prior non-profit experience highly preferred.
- Exposure to successfully HRIS or payroll system transitions from planning through go-live a plus.
- Prior exposure to compensation analysis/classification a plus.
Skills and Abilities:
- Ability to multi-task and prioritize assignments in a fast-paced, deadline-driven environment
- Strong Microsoft Excel skills
- Familiarity with GL integration and payroll account reconciliation
- Experience with payroll-related data security and system audit trails
- Strong work ethic, professionalism, and discretion
- Detail oriented and accurate with sound critical analysis and decision-making skills
- Excellent interpersonal communication skills, including strong negation skills to collaborate with and influence others, and work effectively with diverse internal and external constituencies of various organizational levels
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Standard office environment with remote/hybrid flexibility
- Extended hours required during payroll processing periods
Travel:
Minimal travel required (<5%)
Military spouses, veterans and military affiliated job seekers encouraged to apply.
Armed Services YMCA is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. ASYMCA is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We will not tolerate discrimination or harassment based on any of these characteristics. ASYMCA encourages applicants of all ages.
Armed Services YMCA acknowledges the minimal use of artificial intelligence (AI) technology in our initial recruitment stages. All AI use is coupled with human review and is designed to assist our team in building efficiencies and excelling at focusing on timeliness and communication in our hiring process. Our hiring teams thoroughly evaluate skills and qualifications and make all final hiring decisions.
