Payroll Administrator in W. Warwick, Rhode Island at AstroNova Inc

Position Summary/Objective

The Payroll Administrator is responsible for the accurate and timely administration of U.S. payroll and related financial controls. Operating within the Finance department and reporting to the Director of Total Rewards, this position partners with Human Resources, Finance, managers, employees, and external providers to maintain payroll data integrity, resolve payroll inquiries, support accounting activities, and ensure payroll records and processes meet company and regulatory requirements.

Duties and Responsibilities

• Owns domestic payroll processing using ADP Workforce Now, including weekly and bi-weekly payroll cycles, off-cycle payments, adjustments, and final pay calculations.

• Collects, reviews, and validates timekeeping data, earnings, deductions, paid time off, taxes, direct deposits, and employee payroll changes before processing.

• Performs payroll reconciliations and variance reviews to confirm the accuracy of gross-to-net calculations and payroll funding.

• Coordinates with Human Resources to process new hires, terminations, status changes, compensation changes, leaves, and benefit deductions accurately and timely.

• Processes garnishments, levies, child support orders, and other required deductions in accordance with applicable requirements.

• Maintains payroll records, standard operating procedures, approvals, and audit documentation in accordance with record-retention and internal-control requirements.

• Supports payroll tax activities, including agency notices, quarter-end and year-end reconciliations, W-2 review, and coordination with payroll vendors.

• Conducts routine payroll audits, identifies discrepancies or control gaps, and works with appropriate stakeholders to implement corrective actions.

• Assists with internal, external, benefits, retirement-plan, and financial audits by preparing complete and accurate payroll documentation.

• Monitors payroll deadlines and proactively communicates missing, late, or inconsistent information to responsible stakeholders.

• Performs other payroll, accounting, reporting, and administrative duties as assigned.

• Manage the end-to-end benefits billing process, including receipt, review, reconciliation, and approval of vendor invoices.

• Coordinate new hire enrollments, qualifying life event changes, open enrollment activities, and terminations while maintaining accurate records in HRIS and vendor systems.

• Perform monthly invoice audits to verify eligibility, premium accuracy, and payroll deduction alignment, identifying discrepancies and reporting to appropriate stakeholders.

• Assists with administration of benefits including employee enrollment, invoice reconciliation, and benefits invoices.

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Required Education and Experience

• Associate degree in accounting, finance, business administration, human resources, or a related field, or an equivalent combination of education and relevant experience.

• Five (5) or more years of payroll administration, payroll accounting, or closely related experience.

• Experience processing multi-state payroll and applying wage and hour, payroll tax, and deduction requirements.

• Experience with ADP Workforce Now or a comparable payroll and timekeeping platform.

Additional Preferred Skills, Experience, and Certifications

• Bachelor’s degree in accounting, finance, business administration, human resources, or related field.

• Experience supporting payroll in a manufacturing or multi-location environment.

• Experience with payroll general ledger activity, journal entries, account reconciliations, and audit support.

• Certified Payroll Professional (CPP) or CPS certification is a plus.

• Strong proficiency with Microsoft Office, particularly Excel, Word, and Outlook.

• Excellent attention to detail, analytical ability, organization, and time management.

• Ability to meet recurring deadlines, manage competing priorities, and follow issues through resolution.

• Strong written and verbal communication skills and a customer-service mindset.

• Ability to handle sensitive information with integrity, professionalism, and strict confidentiality.

Physical Requirements

• Ability to use a phone, computer and other basic office equipment for sustained periods of time

• Ability to perform basic filing functions, such as standing, lifting, and stooping to access file cabinets

Special Working Conditions / Travel Requirements

This job operates on site in a professional office environment. This role routinely uses standard office equipment such as laptop computers, photocopiers and smartphones. Little to no travel is expected for this position.