Payroll Specialist

ABOUT ADOBE  

Adobe Population Health (APH) is a women-owned health solutions company founded in 2018 with a mission of positively impacting the lives we touch. Headquartered in Phoenix, AZ, with satellite locations across multiple states, APH fosters a culture rooted in inclusivity, human kindness, and high-quality care.  

Recognized by Inc. 5000 as one of America’s Fastest-Growing Private Companies and honored for a fifth consecutive year as a “Best Place to Work” by the Phoenix Business Journal, APH continues to expand its reach and impact.  

APH partners with health plans, providers, hospitals, and families to deliver tailored programs including case management, in-home and in-clinic wellness assessments, preventative care, transitional care, and social services. As one of the nation’s few fully integrated healthcare organizations, APH delivers comprehensive, coordinated medical and social support through a wide range of specialized service lines.  

With continued growth on the horizon, APH is seeking mission-driven individuals who are passionate about improving health outcomes and supporting those in need.  

POSITION PURPOSE 

The Payroll Specialist is responsible for the accurate, timely, and compliant processing of multi-state payroll operations. This role serves as a subject-matter expert in payroll administration, tax compliance, and reporting, ensuring all payroll activities adhere to federal, state, and local regulations. The Payroll Specialist plays a critical role in maintaining payroll integrity, supporting employees and leadership, and partnering with internal teams to continuously improve payroll processes. 

This position requires a high degree of attention to detail, confidentiality, and independent judgment, as well as the ability to manage complex payroll scenarios, resolve discrepancies, and liaise directly with state agencies. 

This is a newly created position to support organizational expansion that can operate in a hybrid capacity after 90 days upon the successful completion of demonstrated skills.  

DUTIES & RESPONSIBILITIES  

Payroll Processing & Administration 

• Process regular and off-cycle payroll accurately and on schedule by collecting, verifying, and entering payroll data, including hours worked, overtime, PTO, bonuses, stipends, and other earnings.
• Review and validate timesheets and payroll data, collaborating with managers to resolve discrepancies prior to payroll submission.
• Maintain and update payroll records, including new hires, terminations, job changes, promotions, pay rate adjustments, exemptions, and benefit elections.
• Issue and distribute paychecks or direct deposit confirmations as required.
• Ensure payroll operations comply with internal policies, procedures, and audit standards.

Payroll Accounting & Reconciliation 

• Verify payroll liability calculations by determining employee taxes (federal, state, and local income taxes, Social Security, Medicare) and employer obligations (unemployment, workers’ compensation, and related taxes).
• Post, review, reconcile, and audit payroll entries within payroll and accounting systems to ensure accuracy and completeness.
• Prepare and analyze payroll reports, including summaries of earnings, deductions, leave balances, non-taxable wages, and special payroll adjustments.
• Assist with month-end, quarter-end, and year-end payroll reconciliations.

Tax Compliance & Reporting 

• Establish, maintain, and update state unemployment insurance and withholding tax accounts, including registration in new states as the organization expands.
• Prepare, file, and submit accurate and timely monthly, quarterly, and annual payroll tax filings.
• Process and distribute annual W-2 forms and ensure compliance with year-end reporting requirements.
• Respond to payroll-related inquiries and notices from federal, state, and local tax agencies, including audits and requests for documentation.
• Stay current on changes in payroll laws, tax regulations, and compliance requirements, advising leadership as appropriate.
• Assist with annual audits including 401k audit, worker's compensation audit, and financial audits as requested.

Employee Support & Issue Resolution 

• Serve as a knowledgeable resource for employees regarding payroll questions, deductions, taxes, and pay discrepancies.
• Investigate and resolve payroll issues promptly and professionally, documenting resolutions and identifying root causes.
• Always ensure confidentiality and security of sensitive employee and payroll information.

Process Improvement & Collaboration 

• Identify opportunities to improve payroll processes, workflows, and controls to enhance efficiency and accuracy. 
• Partner with Human Resources, Finance, and Accounting teams to ensure alignment of payroll data with benefits, compensation, and employee records.
• Assist in system implementations, upgrades, testing, and documentation as needed.
• Update employee data across accounting systems including but not limited to expense management, mileage reimbursement, travel, and pay advance systems.
• Perform additional duties and special projects as assigned.

SKILLS & QUALIFICATIONS  

• Three (3) years of progressive payroll processing experience. 
• One (1) year of multi-state payroll and tax compliance strongly preferred.
• Demonstrated experience with payroll audits, reconciliations, and regulatory reporting.
• Experience establishing and maintaining state unemployment and withholding tax accounts is strongly preferred.
• Proficiency in payroll systems and accounting software; ADP Workforce Now is strongly preferred.
• Strong working knowledge of Sage Intacct or similar accounting platforms.
• Advanced proficiency in Microsoft Excel (e.g., formulas, data validation, reconciliation), as well as Word and PowerPoint.
• Knowledge of Navan,TripLog, Bill.com Spend & Expense, and Payactiv would be helpful.
• Familiarity with timekeeping systems and payroll reporting tools.
• Thorough understanding of payroll laws, wage and hour regulations, and tax compliance requirements.
• Strong analytical skills with the ability to identify discrepancies and resolve complex payroll issues.
• Exceptional attention to detail and commitment to accuracy.
• Excellent organizational and time-management skills with the ability to manage multiple deadlines.
• Strong verbal and written communication skills, with the ability to explain payroll concepts clearly to employees and stakeholders.
• Ability to work independently while collaborating effectively within a team.
• Proven ability to handle sensitive and confidential information with discretion and professionalism.

EDUCATION, LICENSES, & CERTIFICATIONS  

• High school diploma or GED required.
• Associate degree in accounting, finance, business administration or related field preferred.
• Payroll and/or Accounting certifications (e.g., FPC, CPP) are a plus.

BENEFITS & TOTAL REWARDS 

• Paid Orientation and Training 
• Insurance – Medical, Dental, Vision, and Life
• 401k Plan – 3% match
• Employee Assistance Program
• Tuition Reimbursement
• Continued Education Support
• Mileage Reimbursement (if applicable)
• Referral Bonuses
• Paid Holidays (9days)
• Paid Time Off (15 days)
• Paid Volunteer Hours 

CHARACTER & COMPETENCIES  

• Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.
• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethics; Upholds organizational values.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

• Judgement - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Problem-Solving -Identifies and resolves problems promptly; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics.
• Professionalism -Tactfully approaches others; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through with commitments.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

PHYSICAL DEMANDS & WORK ENVIRONMENT 

• Occasionally required to stand.
• Occasionally required to walk.
• Continually required to sit.
• Occasionally required to climb, balance, bend, stoop, kneel, or crawl.
• Continually required to talk or hear.
• While performing the duties of this job, the noise level in the work environment is usually moderate.
• Must be comfortable with working in a variety of conditions, including members’ homes, physicians’ offices, cold conditions, and hot conditions. 
• The employee may occasionally lift and /or move more than 30 pounds.
• Must be able to physically perform the essential duties of the position which include lifting 30 lbs., transporting materials, stooping, kneeling, crouching, reaching, use of hands, balancing, walking, standing, talking, hearing, and typing. 

EQUAL EMPLOYMENT OPPORTUNITY 

APH is an Equal Opportunity Employer where all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.