Payroll Administrator

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Job location
1441 Sansom Street
Philadelphia, PA 19102
United States
Organization information
Organization name: 
Defender Association of Philadelphia
Street address: 
1441 Sansom Street
Job type: 
Position Description: 

Job Code:
FLSA Status: Exempt
EEO-1 Code: 13-2099, Professionals, Financial Specialists, all other
Salary Grade:
Division/Department: Finance/Administration
Reports to: Chief Financial Officer
Direct Reports: N/A

Job Summary
The Payroll Administrator is a fulltime administrative position the in the Finance Department of the Defender Association of Philadelphia. The payroll administrator is primarily responsible for processing payroll and related benefits for the Defender Association state office and the federal division. In addition to payroll maintenance and reporting, the Payroll Administrator acts as a Finance Department liaison, fielding calls and requests from employees and contractors. The Payroll Administrator will be an active participant in the Finance Team working with department staff to ensure that daily functions and monthly and annual reporting are in compliance with General Accepted Accounting Principles and state and federal regulations.

Major Areas of Responsibility
ADP Administration
• Serve as primary administrator of ADP Workforce Now solution and liaison with ADP representatives for the processing of payroll
• Establish and maintain relationships with ADP account managers and auditors to ensure open communication as it relates to management of the Defender ADP accounts and the Workforce Now portal
• Maintain ADP Workforce Now portal, post all announcements, benefits and payroll information, updates and instructions, and post updated instructions and company news, ensuring that resources are available for employees;
• Assist in compliance with ADP and its subsidiaries by preparing audit schedules, retrieving information and establishing interactive communication with external auditors

Bookkeeping/Accounts Payable
• Assist all employees in the Finance Department as needed
• Serve as back up for Accounts Payable clerk and assist financial administration by periodically fulfilling finance departmental needs

Employee Relations
• Respond to all employee inquiries in the State Office and Federal Division regarding payroll and benefits questions
• Communicate with employees regarding benefits and sensitive personal situations, when requested

Payroll/Benefits Administration and Reporting
• Maintain payroll database and filing system; process updates of status changes, taxes withholding and benefit deductions using scanned and/or automated file methods
• Maintain, create, review employee and benefit tables and ensure that rules are in compliance with plans and policies. Review benefit carrier feeds and invoices and resolve discrepancies
• Complete employee employment verification forms, and unemployment applications and loan forgiveness forms
• Process child support and wage garnishments inquiries
• Process semi-monthly payroll, inputting data into payroll system
• Prepare payroll and benefits reports, process reconciliations and update benefits in payroll system
• Reconcile payroll reports and record payroll journal entries, calculate semi-monthly 403(b), HSA contributions. Flex plan, Cobra/Infinisource, Life and Disability insurances and transmit funds to financial institutions
• Review payroll tax reporting and ensure reports are filed according to federal reporting standards and schedules
• Work independently, providing accounting, budgeting, reconciliation, reporting and analysis of payroll and benefits reporting

Key Relationships:
Internal: Finance Department, Human Resource Department, Defender employees,
External: Defender employees, ADP account manager, benefits contractors and vendors


Education: Associates degree or Bachelor’s degree in finance and/or accounting preferred. Certificated Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) desirable.

• Three or more years of relevant experience in Accounting or payroll processing
• Experience with automated payroll system required, preferably ADP WorkForce Now.
• Strong experience in payroll and financial accounting systems, Microsoft Word, Excel and Quickbooks.
• Strong attention to detail, as well as ability to safeguard sensitive and confidential information.
• Able to act independently, with high degree of resourcefulness and initiative.
• Excellent organizational skills, planning and communication skills -- both oral and written.
• Ethical, fair and honest with high degree of integrity.
• Strong interpersonal skills and interest and enthusiasm for working within team environment.

Core competencies:
• Growth Mindset: An orientation to continuous learning, including the ability to embrace change and share personal learnings and insights with others
• Powerful Partnership: The ability to build and foster trusting relationships with others, seek and recognize other's contributions and advocate for self and others
• Foresight and Innovation: An aptitude for strategic insight and foresight that informs decisions and results in learning from activities to inform the future.
• Clear and Candid Communication skills that include clarity, credibility, respect and proactivity
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This description reflects management’s assignment of essential functions. It does not proscribe or restrict the tasks that may be assigned. This job description is subject to change at any time.

To apply: 

For consideration, applicants must send resume and cover letter, including salary history and expectations to: Sherri Darden, Defender Association of Philadelphia, 1441 Sansom Street, Philadelphia, Pa, 19102; or email to [email protected].

The Defender Association provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, The Defender Association complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Submission deadline: 
Monday, June 27, 2016