National Payroll & Benefits Administrator

ABOUT THE ORGANIZATION

Founded in 1992, After-School All-Stars provides free, daily afterschool programs to school-aged youth in school sites all across the U.S. Our vision is for our All-Stars to be safe and healthy, to graduate high school and go on to college, to find a career they love, and to give back to their communities.

ABOUT THE ROLE

The National Payroll & Benefits Administrator is responsible for the payroll operations and benefits programs administration for a large and dynamic multi-state employee population. Reporting to the National Vice President of Human Resources, this role is responsible for the accurate, compliant, and timely administration of all payroll and employee benefits functions. This role oversees bi-weekly payroll processing, ensuring the integrity of wage calculations, tax compliance, and proper allocation of labor costs across departments, grants, and projects. The position conducts detailed audits, resolves discrepancies, and maintains accurate payroll records while supporting regulatory reporting, garnishments, and year-end activities. In addition to payroll, this role administers employee benefits programs, including enrollments, eligibility tracking, leave of absence coordination, and compliance with ACA and ERISA requirements. 

SCOPE OF RESPONSILITY

Payroll

• Process and transmit bi-weekly payroll with precision and timeliness
• Audit payroll data including hours, earnings, deductions, and taxes
• Provide support, training, and education to staff as needed regarding payroll, time sheets, etc. 
• Identify and resolve discrepancies before and after payroll runs
• Process payroll corrections, adjustments, and final pay processing
• Oversee labor allocation change process, ensuring grant and project coding is current and up-to-date
• Coordinate backend configuration for HRIS to integrate with necessary API feeds 
• Prepare and analyze bi-weekly payroll reports
• Ensure compliance with federal and multi-state payroll regulations
• Administer wage garnishments and support orders
• Support tax administration and maintain accurate payroll records
• Develop and implement end user payroll-related Quick Reference Materials
• Manage and complete Annual EEO, California Fair Pay Act, and NY required reporting
• Support data preparation for audits, year-end processing, and corrections such as W-2 or W-2C updates
• Serve as the primary point of contact for payroll-related questions
• Assist with employee status changes and payroll updates
• Assist in the set-up of payroll-related activities and provide guidance and expertise as needed
• Review periodic tax filings with federal, state and local authorities to ensure accuracy and timeliness of payroll tax payments
• Work with Finance to ensure the accuracy of the recording of the payroll accounting entries to the general ledger
• Perform ongoing quality assessments of payroll processes and drive continuous improvement efforts

Benefits

• Administer benefit enrollments, qualifying life events, and eligibility updates in Paylocity and our Benefits Administration system
• Complete monthly benefit reconciliations ensuring accuracy and timely submission for review and payment by finance.
• Track leave of absence payments and follow up on benefit-related issues to ensure timely resolution and accurate processing
• Lead Open Enrollment/New Hire Onboarding processes including setup, employee communication, and tracking submissions
• Review and track employee hours for ACA measurement, ensuring accurate eligibility status and supporting timely and accurate data updates to benefit carriers
• Respond to employee inquiries related to pay, deductions, benefits, and Paylocity “Home” navigation
• Assist with tracking 403b deferrals and employer match data and preparing reports for vendors or audits
• Maintain and audit 403b data including employee deferrals, loan repayments, and employer match to ensure accuracy and compliance per ERISA law
• Maintain and organize benefits records ensuring documentation is accurate and audit-ready
• Coordinate with vendors and internal teams to follow up on routine requests and issues
• Run standard and ad hoc reports to support HR, Finance, and leadership data needs
• Escalate complex benefits issues while ensuring timely follow-through and resolution
• Other duties assigned within scope of role

SALARY AND BENEFITS:

The salary for this position is commensurate with qualifications and experience of the individual candidate with a range of $85,000-$95,000 depending on experience and geographic location. ASAS promotes a healthy work/life blend and offers a competitive benefits package, including medical, dental, vision, 403b match, paid time off, and 24 paid holidays.

ASAS is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion/creed, sex, national origin, disability, genetic information, pregnancy, veteran or active military status, alienage or citizenship status, arrest or conviction record, credit history, salary history, caregiver status, sexual orientation, gender identity, marital or partnership status, familial status, unemployment status, status as a victim of domestic violence, sexual violence or any other status protected by applicable law.

REQUIREMENTS

Experience:

• 5 + years’ experience with multi-state payroll; prior experience in nonprofit payroll strongly preferred
• 5 + years’ experience with managing employee Benefit Programs
• Prior HRIS experience required; Paylocity experience strongly preferred

Education:

• Bachelor’s Degree in a related field strongly preferred

SKILLS

• Extensive knowledge of wage and hour laws, payroll tax regulations, and federal/state employment compliance
• Understanding of time and attendance policies and multi-state payroll planning
• Proficient in payroll process design, identifying areas for improvement and optimization
• Skilled in generating and analyzing payroll reports, correspondence, and data to meet reporting requirements
• Detail-oriented, efficient, with the ability to work independently and handle confidential information
• Proven ability to handle confidential information with discretion
• Excellent verbal and written communication skills; capable of interpreting documents and reports and sharing knowledge across the organization using systems and networks
• Maintains accurate records and can effectively communicate with customers and employees
• Proficient in using computer software (Microsoft Office 365, Excel, Word, Outlook, Teams, etc.) 
• Able to work under pressure, meet deadlines, and adapt to changing priorities with a positive attitude
• Consistently maintains confidentiality and demonstrates excellent customer service and interpersonal skills
• Flexible and able to adapt to changing position demands