HR and Payroll Data Administrator

Heartshare is seeking a detail-oriented, analytical, and customer-focused HR & Payroll Data Administrator to support the integrity, efficiency, and continuous improvement of our Human Resources Information System and payroll operations. This role is responsible for ensuring HRIS administration, payroll processes, and compliance practices align with organizational policies, regulatory requirements, and industry best practices. The ideal candidate will possess strong expertise in Paycom or similar HR/payroll platforms, experience supporting system implementations and enhancements, and a demonstrated ability to collaborate effectively across HR, Payroll, Finance, and operational teams. Through accurate data management, process optimization, reporting, and compliance oversight, the HR & Payroll Data Administrator will play a critical role in driving operational excellence and supporting HeartShare's workforce strategy.

HRIS & Payroll Operations

• Oversee HRIS system entries and changes to ensure accuracy of employee data and operational excellence.
• Ensure payroll and HRIS procedures comply with federal, state, and local regulations, company policies, and industry best practices.
• Manage profile setup, accrual, and other employee inquiries, advise employees on payroll matters, and resolve discrepancies.
• Oversee and uphold data integrity, security, and compliance within the HRIS system.
• Manage outsourced payment services to ensure quality service delivery and accuracy.
• Review Paycom data for accuracy in payroll, employee classifications, accruals, and benefits administration. Manage employee’s status changes and updates.
• Foster a positive colleague experience by implementing best practices and effective processes to manage the employee life cycle employee, including onboarding, offboarding and employee records management.

Process Improvement & System Optimization

• Lead process improvements within payroll and HRIS systems to meet organizational needs.
• Scale processes to enhance operational efficiency, including designing and implementing internal controls.
• Identify payroll-related challenges and system features to drive process improvements and enhance user experience.
• Implement automation, policies, and procedures to improve service efficiency.

Collaboration & Compliance

• Partner with HR, Fiscal, and other teams to develop and maintain business processes and data submissions.
• Conduct internal audits on data and system maintenance, including, but not limited to new hire set up, vacation/time off accruals, benefits set up, terminations, and other employee changes.
• Monitor and improve internal controls related to payroll processes.
• Ensure payroll and HRIS procedures adhere to federal, state, and local laws including FLSA, FMLA, ADA, wage and hour laws, and other labor regulations.
• Stay updated on employment laws, payroll regulations, and industry best practices to proactively address risks.
• Assist in handling HR-related audits, ensuring compliance with legal and ethical standards.

Documentation & Training

• Create and maintain comprehensive documentation, training materials, and standard operating procedures.
• Foster a positive employee experience by implementing best practices for managing the employee lifecycle (onboarding, offboarding, and records management).