Position Summary

The Assistant Director of Payroll & Compliance is responsible for leading and managing Medivant Healthcare's payroll function, ensuring accurate, compliant, and timely payroll operations across multiple U.S. states. This role serves as the organization's subject matter expert for payroll administration, payroll tax compliance, state registrations, ADP management, payroll reporting, and labor cost analysis.

The position requires a highly experienced payroll professional with extensive hands-on expertise in full-cycle payroll processing, multi-state payroll regulations, payroll taxation, and regulatory compliance. The Assistant Director will work closely with Finance, HR, Operations, ADP, and government agencies to ensure payroll accuracy, strong internal controls, and continuous process improvement.

Key Responsibilities

Payroll Operations & Administration

• Own and manage the complete payroll process for salaried, hourly, overtime-eligible, and other employee classifications.
• Review payroll data, earnings, deductions, garnishments, PTO, commissions, reimbursements, new hires, and terminations.
• Perform payroll audits, reconciliations, and exception reviews before payroll finalization.
• Investigate and resolve payroll discrepancies and employee inquiries.
• Maintain payroll records, controls, and supporting documentation.
• Ensure accurate and timely processing of payroll-related payments and liabilities.

Multi-State Payroll Compliance

• Manage payroll registrations, filings, and compliance requirements across multiple states and jurisdictions.
• Maintain state withholding, unemployment, and payroll tax accounts.
• Monitor employee work locations and identify new compliance obligations.
• Coordinate with federal, state, and local agencies regarding payroll-related matters.
• Resolve payroll tax, withholding, unemployment, reciprocity, and local tax issues.
• Maintain payroll compliance records, registrations, deadlines, and regulatory correspondence. [JD_Assista...Compliance | Word]

Payroll Tax Management

• Ensure compliance with federal, state, and local payroll tax requirements.
• Review payroll tax filings, deposits, reconciliations, and reporting.
• Investigate and resolve tax notices, penalties, filings, and rate discrepancies.
• Support quarter-end and year-end payroll activities, including W-2 review and validation.
• Serve as the primary internal resource for payroll tax compliance matters.

ADP Administration & Vendor Management

• Manage payroll setup, configuration, and administration within ADP.
• Coordinate payroll system updates, tax setup, and issue resolution.
• Escalate and monitor payroll-related cases with ADP and external providers.
• Maintain payroll codes, employee classifications, departments, and reporting structures.
• Identify opportunities to improve payroll processes and maximize system functionality.

Payroll Reporting & Analytics

• Develop payroll reports and dashboards to support business decision-making.
• Analyze payroll costs by department, classification, labor category, and overtime usage.
• Monitor payroll trends, variances, and workforce cost drivers.
• Provide payroll insights and recommendations to Finance and leadership teams.
• Support budgeting, forecasting, labor allocation, and financial reporting activities.

Labor Cost Tracking & Workforce Analysis

• Partner with Finance, HR, and Operations to improve labor tracking and reporting.
• Establish processes for monitoring production and non-production labor costs.
• Support labor allocation methodologies, cost centers, and activity tracking.
• Ensure labor data can be utilized for operational analysis, productivity metrics, and cost management.
• Improve payroll visibility and workforce cost reporting across the organization.

Process Improvement & Internal Controls

• Document payroll processes, procedures, and workflows.
• Identify opportunities for automation, efficiency improvements, and risk mitigation.
• Develop payroll SOPs, compliance calendars, and internal control procedures.
• Support internal and external payroll audits.
• Continuously improve payroll operations to ensure scalability, compliance, and accuracy.

Cross-Functional Leadership

• Partner closely with Finance, HR, Operations, and Executive Leadership.
• Act as the primary payroll liaison with ADP, taxing authorities, and regulatory agencies.
• Support payroll decisions, compliance initiatives, labor tracking programs, and workforce planning efforts.
• Provide payroll expertise and recommendations that support organizational growth and compliance objectives.

Qualifications

Required

• Bachelor's degree in Accounting, Finance, Business, or a related field.
• 5+ years of progressive payroll experience with significant responsibility for full-cycle payroll processing.
• Strong experience managing multi-state payroll compliance and payroll tax requirements.
• Experience resolving state payroll tax, withholding, and registration issues.
• Advanced experience with ADP or a comparable enterprise payroll platform.
• Experience processing payroll for both hourly and salaried employees.
• Strong understanding of payroll regulations, wage and hour requirements, and internal controls.
• Advanced Microsoft Excel and payroll reporting skills.
• Strong analytical, problem-solving, and organizational skills.
• Ability to manage multiple priorities while maintaining a high level of accuracy and compliance.

Preferred

• Certified Payroll Professional (CPP) certification.
• Experience with ADP Workforce Now.
• Experience supporting manufacturing, pharmaceutical, healthcare, or regulated environments.
• Experience implementing payroll reporting, labor tracking, or workforce analytics programs.
• Experience developing payroll dashboards and executive reporting.

Key Competencies

• Payroll Leadership & Administration
• Multi-State Payroll Compliance
• Payroll Tax Expertise
• ADP & Payroll Systems Management
• Internal Controls & Audit Readiness
• Payroll Analytics & Reporting
• Labor Cost Management
• Regulatory Compliance
• Process Improvement & Automation
• Problem Solving & Critical Thinking
• Cross-Functional Collaboration
• Attention to Detail
• Organizational & Project Management Skills
• Data-Driven Decision Making

What Success Looks Like

• Deliver accurate, timely, and compliant payroll operations across all employee populations.
• Establish payroll processes that support growth while reducing risk and manual effort.
• Improve payroll reporting, workforce analytics, and labor cost visibility.
• Maintain strong compliance with federal, state, and local payroll regulations.
• Build effective partnerships with Finance, HR, Operations, ADP, and regulatory agencies.
• Minimize payroll-related errors, tax issues, and compliance risks.
• Strengthen payroll controls, documentation, and audit readiness.
• Position Payroll as a strategic business function that supports operational efficiency and informed decision-making.