Ensuring Accurate & Compliant Payroll Processing for a Leading IDD Service Provider
At Allegheny Alliance, we are committed to providing high-quality services to individuals with intellectual and developmental disabilities (IDD) while maintaining efficient and compliant payroll operations. As a Payroll Specialist, you will play a vital role in accurately managing and processing payroll, ensuring that Direct Support Professionals (DSPs), administrative staff, and other employees are compensated accurately and on time.
Your attention to detail, knowledge of payroll regulations, tax compliance, and benefits administration, and ability to resolve payroll discrepancies efficiently will contribute to the financial stability and operational success of our organization.
Key Responsibilities
Payroll Processing & Administration
- Collect, review, and verify employee timekeeping data from various sources, including electronic timekeeping systems, timesheets, and attendance records.
- Accurately calculate and process employee wages, overtime, shift differentials, bonuses, and incentive payments in compliance with Fair Labor Standards Act (FLSA) and ODP guidelines.
- Ensure correct payroll deductions for taxes, benefits, garnishments, and other withholdings, maintaining compliance with federal, state, and local regulations.
- Process new hire paperwork, tax forms (W-4, PA state tax forms), direct deposit authorizations, and payroll-related onboarding documents.
- Facilitate accurate and timely payroll disbursement, including direct deposits and physical checks when necessary.
- Verify payroll data accuracy and resolve discrepancies or errors before payroll submission.
Benefits & Compensation Support
- Collaborate with Human Resources (HR) and Finance teams to ensure proper benefit deductions, 401(k) contributions, health insurance enrollments, and other payroll-related benefits administration.
- Assist employees with payroll-related inquiries, including wage calculations, tax withholdings, benefit deductions, and direct deposit setup.
- Process payroll adjustments for paid time off (PTO), Family and Medical Leave Act (FMLA) leaves, and other benefit-related pay changes.
Regulatory Compliance & Reporting
- Ensure compliance with IRS tax regulations, Pennsylvania labor laws, ODP wage guidelines, and Department of Human Services (DHS) funding policies.
- Prepare and file payroll tax reports (941, state tax returns, unemployment insurance reports, etc.) in compliance with payroll tax deadlines.
- Generate and distribute W-2s, 1099s, and other year-end payroll documents in compliance with IRS regulations.
- Maintain confidential payroll records in compliance with HIPAA, data privacy laws, and organizational policies.
- Stay updated on changes in payroll laws, ODP funding requirements, and labor regulations, implementing necessary updates to payroll processes and procedures.
Payroll System Management & Recordkeeping
- Utilize payroll software (e.g., ADP, Paycom, Paychex, QuickBooks, or other HRIS systems) to process and manage payroll data efficiently.
- Update and maintain employee records, tax tables, direct deposit details, and payroll deductions within the payroll system.
- Assist in troubleshooting payroll system errors, discrepancies, and software issues, coordinating with IT or payroll service providers when needed.
- Maintain organized, secure, and audit-ready payroll records, ensuring compliance with record retention policies.
Auditing & Financial Reconciliation
- Support internal and external payroll audits, providing documentation and explanations as required.
- Reconcile payroll accounts with finance and accounting teams, ensuring accurate general ledger entries and proper allocation of payroll expenses.
- Identify and correct discrepancies in payroll reporting, tax payments, or wage calculations.
- Conduct periodic payroll accuracy reviews, ensuring compliance with ODP funding rules and labor laws.
Qualifications & Requirements
Education & Experience
- Bachelor’s degree in Accounting, Finance, Human Resources, or a related field preferred.
- Minimum of 2 years of payroll processing experience in a human services, healthcare, or nonprofit organization (experience with IDD services preferred).
- Proficiency in payroll software and HRIS systems (e.g., ADP, Paycom, Paychex, QuickBooks, or other platforms).
- Strong understanding of federal, state, and local payroll laws, including Fair Labor Standards Act (FLSA), wage laws, tax regulations, and ODP payroll guidelines.
Skills & Abilities
- Strong analytical and mathematical skills, with high attention to detail and accuracy in payroll calculations.
- Excellent organizational and time management skills, with the ability to meet strict payroll deadlines.
- Strong problem-solving skills, with the ability to identify and resolve payroll discrepancies quickly.
- Effective communication and interpersonal skills, with the ability to explain payroll-related information to employees and management.
- Ability to maintain confidentiality and handle sensitive payroll data with discretion.
- Ability to work independently and collaboratively within a fast-paced environment.
Certifications & Clearances
- PA Criminal Background Check, PA Child Abuse Clearance, and FBI Fingerprinting, as required for employment in IDD and human services organizations.
- Payroll certification (CPP, FPC, or similar) is a plus but not required.
- Completion of ODP-mandated training on payroll compliance, funding regulations, and financial management policies (training can be provided upon hire).
Why Join Allegheny Alliance?
✅ Impactful Work – Play a key role in ensuring accurate payroll and compliance for a mission-driven organization supporting individuals with IDD.
✅ Collaborative & Supportive Team – Work alongside finance, HR, and leadership teams to improve payroll efficiency and employee satisfaction.
✅ Professional Growth & Training – Gain specialized knowledge in ODP regulations, nonprofit financial management, and human services payroll operations.
✅ Comprehensive Benefits & Competitive Pay – Enjoy a stable and rewarding career in a growing human services organization.
Apply Today!
Join Allegheny Alliance and be part of a dedicated team ensuring payroll accuracy, regulatory compliance, and financial integrity while supporting life-changing services for individuals with IDD.
