Position Summary
The Payroll & Employee Administration Manager serves as the operational backbone of our employee lifecycle. This individual will own payroll processing, Paychex administration, PTO and leave tracking, benefits administration, retirement plan processing, onboarding, compliance documentation, employee record management, and HR systems administration.
The ideal candidate has an analytical, operations-oriented mindset and enjoys reconciling data, identifying discrepancies, improving processes, and leveraging technology to create efficient, accurate administrative systems. Candidates with backgrounds in accounting, payroll administration, finance, business operations, or information systems are especially encouraged to apply.
Success in this position requires exceptional attention to detail, strong analytical and mathematical aptitude, sound judgment, and the ability to manage confidential information with the highest level of professionalism.
Primary ResponsibilitiesPayroll & Employee Operations
- Process accurate bi-weekly payroll through Paychex.
- Audit payroll for accuracy prior to each payroll submission.
- Administer payroll changes including new hires, promotions, compensation changes, commissions, bonuses, garnishments, and deductions.
- Reconcile payroll reports and investigate discrepancies before payroll is finalized.
- Maintain employee payroll records and ensure compliance with all applicable payroll regulations.
- Manage multi-state payroll administration.
- Prepare payroll reports and workforce analytics for executive leadership.
- Identify opportunities to improve payroll accuracy, efficiency, and internal controls.
Paychex & Employee Systems Administration
- Serve as the internal subject matter expert for the Paychex platform.
- Administer and optimize Paychex Payroll, Time & Attendance, PTO, Recruiting, and employee administration modules.
- Maintain employee information within Paychex and related systems.
- Administer PTO accruals, holiday banks, leave balances, and employee time records.
- Audit employee records for accuracy and completeness.
- Develop reports, dashboards, and analytics to support executive decision-making.
- Recommend and implement workflow improvements and process automation.
Benefits & Retirement Administration
- Administer employee benefit programs including medical, dental, vision, disability, workers' compensation, leave programs, and COBRA administration.
- Coordinate annual open enrollment.
- Manage employee benefit enrollments and qualifying life events.
- Process 401(k) eligibility, enrollments, contribution changes, employer matching, and payroll deductions.
- Coordinate with retirement plan providers to ensure timely and accurate processing.
Employee Lifecycle Administration
- Coordinate the employee onboarding process from offer acceptance through orientation.
- Conduct new employee orientation and onboarding sessions.
- Administer required onboarding compliance training, including OSHA workplace safety, HIPAA privacy, harassment prevention, and other required regulatory training.
- Coordinate and maintain employee training records, ensuring timely completion of required training assignments.
- Partner with department managers, who are responsible for role-specific clinical and departmental training.
- Maintain personnel files and employment documentation.
- Prepare employment verifications and other employee correspondence.
- Coordinate employee status changes, promotions, compensation changes, and offboarding documentation.
Compliance & Employee Administration
- Maintain employee handbook, administrative policies, and employment documentation.
- Ensure compliance with applicable federal, state, and local employment regulations.
- Coordinate administration of FMLA, leaves of absence, ADA accommodations, and other protected leave programs.
- Maintain confidential employee records.
- Assist leadership with employment documentation, policy interpretation, and administrative support.
QualificationsRequired
- Bachelor's degree in Accounting, Finance, Business Administration, Information Systems, Management Information Systems (MIS), Business Analytics, Mathematics, Economics, Healthcare Administration, or another related business discipline. Candidates with Human Resources degrees who possess exceptional payroll, systems administration, and operational experience are also encouraged to apply.
- More than five years of progressive experience in payroll administration, employee administration, accounting, finance, business operations, or payroll systems.
- Advanced experience processing payroll using Paychex or a comparable payroll platform.
- Demonstrated experience administering employee benefits, PTO, leave management, and retirement plans.
- Strong proficiency in Microsoft Excel, including reconciliations, reporting, auditing, and data analysis.
- Excellent analytical, mathematical, organizational, and problem-solving skills.
- Exceptional attention to detail with a commitment to accuracy.
- Ability to manage highly confidential employee and payroll information with professionalism.
Preferred
- Experience administering Paychex Payroll, Time & Attendance, PTO, Recruiting, and HRIS modules.
- Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC).
- Experience reconciling payroll, commissions, PTO accruals, benefits, and payroll-related financial data.
- Experience supporting healthcare, medical, or other regulated organizations.
- Experience implementing workflow improvements, reporting enhancements, system automation, or HRIS optimization.
- Familiarity with 401(k) administration and payroll integration.
- SHRM-CP or PHR certification is welcome but not required.
What Success Looks Like
The ideal candidate enjoys creating order from complexity. You naturally question numbers that don't look right, identify discrepancies before they become problems, and build systems that improve efficiency and accuracy. You take pride in ensuring payroll is correct, employee records are complete, benefits are administered accurately, and processes run smoothly. Your work allows leadership to focus on growing the business with confidence that payroll, employee administration, compliance, and employee systems are operating accurately and efficiently.
Why Join La Chelé?
- Join one of the nation's premier physician-led medical aesthetics practices.
- Flexible part-time or full-time opportunity.
- Work directly with executive leadership in a growing organization.
- Opportunity to improve systems, technology, and operational processes.
- Competitive hourly compensation.
- Collaborative, professional, and supportive work environment.
Pay: $30.00 - $35.00 per hour
Work Location: Hybrid remote in New Hope, PA 18938
