About the Role: The Senior Specialist, HRMS & Payroll is responsible for the administration, optimization, and continuous improvement of the organization's Human Resource Management Systems (HRMS), time and attendance, payroll processes, HR data administration, compliance and reporting. This role will actively stay abreast of the external regular landscape and ensure compliance with applicable federal, state, and local requirements, particularly as it relates to multi-state payroll tax and reporting obligations in a remote-first work environment. Serving as a key liaison between Human Resources, Finance, Legal, IT, and external vendors, the senior specialist will play an integral role in ensuring data accuracy and integrity, system functionality, reporting accuracy and compliance, efficient business processes and scalability and delivering a high level of service and solutions.
The Senior Specialist combines strong technical systems expertise with working payroll knowledge, analytical skills and the ability to manage confidential information with discretion to support organizational objectives, drive process improvements, and enhance employee experience.
This position reports to the Managing Director, Human Resources in the People Experience Solutions (PES) Division.
Currently, this is a remote-first position, and this position may be required to periodically work on-site at our office and the frequency would depend on the department/division's requirements. Therefore, candidates must reside within a reasonable distance to commute to our office when required.
How You Contribute: - Demonstrate the Clearinghouse's core competencies: Customer Focus, Optimizes Work Processes, Collaborates, Communicates Effectively, and Be Open and Authentic.
HRMS Administration and Support - Serve as primary administrator and subject matter expert for the organization's HRMS and related Total Rewards systems, including payroll, time and attendance, recognition, retirement, and benefits platforms.
- Lead and maintain system configurations, workflows, security roles, business rules, integrations, data feeds, and system access to ensure performance, security, confidentiality, and data integrity.
- Partner with HR, Finance, IT, and vendors to translate and implement business requirements into system enhancements, automation, and process improvements to include configure and setup benefits open enrollment, data feeds and integrations.
- Coordinate system testing, upgrades, patches, implementations, and new functionality; troubleshoot complex system and data issues through resolution, end-to-end.
- Manage HRMS transactions across the employee lifecycle, including hires, job and compensation changes, transfers, leave, organizational changes, and terminations.
- Maintain system documentation, procedures, and controls, and support the evaluation and implementation of integrated workforce management solutions, including actively participating and/or leading in RFPs, systems upgrades and optimization activities, as needed.
Payroll Administration and Operations - Lead and administer payroll operations to ensure employees are paid accurately and on schedule, coordinating with the third-party payroll provider and other external partners. Oversee payroll provider activities and ensure SLAs are met.
- Review and process payroll transactions, including earnings, deductions, benefits, taxes, garnishments, adjustments, and employee status changes.
- Establish payroll quality controls, perform audits and reconciliations to identify and resolve discrepancies before payroll is finalized. Maintain accurate payroll records, approvals, and documentation.
- Process and complete required post-payroll activities, including retirement and HSA/FSA contribution processing.
- Partner with Finance to support payroll funding, accounting, reconciliations.
- Process vendor invoices and ensure timely payments are processed, as assigned.
- Work with third-party provider, lead quarterly and year-end payroll activities, including W-2 preparation, reconciliations, reporting, and required filings; monitor regulatory changes and implement necessary compliance updates.
Time and Attendance - Administer and maintain the time and attendance process and system, including time capture, scheduling, attendance, leave processes, pay rules, and related configurations.
- Reconcile timekeeping data and resolve discrepancies that may affect payroll processing, in partnership with HR, managers, and employees. Ensure and support adherence of related policies.
- Monitor compliance with company policies and applicable federal, state, and local wage-and-hour requirements.
- Provide user support, training, job aids, and guidance on timekeeping policies, processes, and system functionality.
- Lead or support time and attendance implementations, upgrades, and optimization efforts to improve functionality, adoption, and efficiency.
Data Management and Reports - Maintain accurate and timely employee data throughout the employee lifecycle and establish regular audits to ensure data standards and integrity across HR and payroll systems.
- Monitor interfaces, integrations, data feeds, and vendor file exchanges to ensure complete, accurate, and timely data transmission.
- Support data privacy, audit, and control requirements, including internal and external audits related to HR, benefits, payroll, and systems.
- Develop and maintain reports, dashboards, queries, and data exports for HR, Finance, leadership, regulatory requirements, and business decision-making.
- Maintain reporting standards, delivery methodology, and inventory of report repository; and leverage reporting and business intelligence tools to improve workforce insights and decision support.
Compliance Reporting and Support - Maintain required federal and state employment notices and compliance postings.
- Support annual retirement and health and welfare plan audits, Form 5500 filings, compliance notices, and related documentation, as assigned.
- Prepare, reconcile, and submit required workforce compliance reports, including EEO and VETS reporting and applicable state filings.
- Conduct due diligence for employment in new states in partnership with Legal and Finance, and monitor employee work-location changes for policy, employment, and payroll tax compliance.
- Respond to unemployment information requests and maintain supporting records and documentation.
Workers Compensation Administration - Administer the organization's worker's compensation program and serve as the primary liaison with insurance carriers, brokers, case managers, and other external partners.
- Lead the annual workers• compensation premium audit, including payroll records, employee classification codes, requested documentation, and audit recordkeeping in partnership with Finance and Legal, as needed.
- Monitor workers• compensation regulatory requirements and implement process changes needed to maintain compliance.
- Coordinate workplace injury and illness claim intake, documentation, timely reporting, follow-up, and resolution from initiation through closure. Adhere to OHSA requirements, as applicable.
- Partner with HR, Benefits, Leave Administrator, and managers on overlapping activities of worker's compensation with FMLA, ADA, disability leave, return-to-work, and transitional duty matters.
- Monitor vendor performance, service levels, claim trends, and cost-containment opportunities; participate in vendor reviews, renewals, and service evaluations.
Process Improvement & Training Support - Evaluate HRMS, time and attendance, payroll processes and implement improvements that increase accuracy, efficiency, automation, data flow, and service quality.
- Develop and maintain standard operating procedures, process documentation, training materials, user guides, and job aids.
- Provide guidance and conduct training to HR colleagues, managers, employees, and business users on HRMS, payroll, and related processes.
- Communicate complex payroll and HRMS information clearly to employees and stakeholders and participate in HR, payroll, HRMS, and organizational projects as assigned.
- Continually, explore and implement innovative and optimization solutions, incremental or in larger scale, to allow for scalability, flexibility, improve the employee experience, and support company growth journey.
Position may be required to perform other duties as required. These essential functions are representative of those that must be met by an employee to successfully perform the job. Reasonable accommodations will be made to enable individuals with disabilities to perform these essential functions.
What You Bring to the Table: - Bachelor's degree in human resources, social sciences, business, or any related field. A combination of education and experience including military service will also be considered.
- 6 years of direct and relevant experience administering or supporting HRMS, HCM, HRIS, or similar enterprise human resources systems.
- Experience with enterprise HR technology platforms such as UKG, Workday, SAP SuccessFactors, Oracle HCM, ADP, Dayforce, or comparable systems, including system configuration, integrations, data management, reporting, upgrades, or process improvements.
- 2 years of experience in payroll processing, audits and reconciliations, payroll controls, and compliance with applicable payroll regulations.
- HRMS / HR Technology Expertise - Strong knowledge of HRMS/HCM functionality, configuration, integrations, workflows, security, and data administration.
- Payroll Administration - Working knowledge of payroll processing, controls, reconciliations, payroll taxes, and multi-state payroll requirements.
- Data Accuracy & Integrity - High attention to detail with a strong commitment to accurate employee and payroll data.
- Data Analysis & Reporting • Strong ability to analyze data, identify trends and discrepancies, and develop meaningful reports and dashboards.
- Problem Solving & Critical Thinking • Strong ability to troubleshoot complex system, payroll, and data issues and drive them to resolution.
- Process Improvement & Technology Orientation - Ability to identify opportunities for automation, streamline processes, and optimize HR technology.
- Leverage Technology, Tools and Resources - Demonstrated proficiency and strong working knowledge using Microsoft Office Suite, especially Excel. Ability to create formulas, pivot tables, macros to manipulate and organize data.
- Compliance & Risk Management - Understanding of applicable payroll, employment, data privacy, and audit requirements.
- Communication & Collaboration - Ability to communicate technical and payroll information clearly and partner effectively with HR, Finance, IT, vendors, managers, and employees.
- Customer Focus - Demonstrated commitment to responsive, accurate, and high-quality service to employees and stakeholders.
- Organization & Professional Judgment - Ability to manage multiple priorities and deadlines while handling confidential information with discretion.
- Demonstrates the Clearinghouse's core competencies: customer focus, optimizes work processes, communicates effectively, collaborates, and is open and authentic.
- Must live within a commutable distance to Herndon, VA.
- Must be currently authorized to work in the United States on a full-time basis. We do not intend to sponsor external applicants for work visas, and may consider sponsorship only if no qualified candidates can be found who are authorized to work without sponsorship.
- Must be at least 18 years old.
Additional Desired: - Experience and working knowledge of UKG Pro, TimeStar
- Experience supporting multi-state payroll or payroll across multiple jurisdictions.
- Experience developing HR workforce analytics, or data quality initiatives.
- Experience in HR Programs, Benefits, Compensation, Workers Compensation
- Knowledge of SQL, Power BI, Tableau, or similar reporting and analytics tools.
- Professional certification such as Certified Payroll Professional (CPP), Fundamental Payroll Certification (FPC), SHRM-CP/SHRM-SCP, PHR/SPHR, or a relevant HR technology certification.
Physical Demands: - Use of a computer for 8 or more hours a day.
- Use of a telephone and/or copy machine.
- Frequently required to sit for 7 or more hours per day.
- Occasionally required to use hands and fingers to operate, handle, and reach.
- Vision abilities include close vision and the ability to adjust focus.
Benefits and Related Information The National Student Clearinghouse provides a robust benefit program designed to help meet the needs of each employee and their family, both now and in the future. We offer comprehensive medical, dental, and vision insurance, as well as life and disabili
