May 10, 2024

Payroll and HRIS Administrator

  • Accreditation Association for Ambulatory Health Care
  • Hybrid (Deerfield, IL, USA)
Full-Time Human Resources Professional Services

Job Description

About us:

AAAHC advocates for the provision of high-quality health care through the development and adoption of nationally recognized standards. We provide a valuable survey experience founded on a peer-based, educational approach to onsite review. The AAAHC Certificate of Accreditation demonstrates an organization’s commitment to providing safe, high-quality services to its patients—every day of the 1,095-day accreditation cycle.

Our work environment includes:

  • Hybrid work schedule - in office Monday-Wednesday
  • Brand new, modern office setting
  • Complimentary snacks in the office
  • 37.5 hour work week
  • Growth opportunities
  • Wellness programs

About the Role:

Reporting to the Sr. Director, Human Resources, the Payroll and HRIS Administrator is responsible for overseeing biweekly payroll processes, meticulous related HRIS administration and ensuring strict compliance with all applicable regulations. Beyond managing payroll, this role involves employee communication, regulatory awareness, security of sensitive data, and process optimization for maximum efficiency. The administrator plays a key role in educating employees on the payroll function and the HRIS as well as facilitating a secure and compliant payroll environment.

Primary Duties & Responsibilities:

  • Manage two full cycle alternating, biweekly payrolls (headquarter employees and surveyors) in accordance with all relevant local, state, and federal laws. Ensure precise and punctual payroll processing for non-exempt, exempt, and per diem employees, including the meticulous review and integration of hours from the time and attendance system. Administer regulatory requirements such as taxes, garnishments, support orders, and other pay adjustments as needed. Conduct thorough audits and reconciliations of all payroll transactions, encompassing benefits, time off, new hires, separations, and status changes. Maintain data integrity by processing and accurately recording changes, including W-4s, 401(k), and GTL.
  • Review bi-weekly timesheets for accuracy, completeness, and compliance with applicable payroll standards and procedures. Diligently identify discrepancies and liaise with the appropriate managers for resolution.
  • Maintain a strong focus on employee relations and communication, ensuring that all inquiries related to payroll and benefits are addressed promptly and professionally. 
  • Ensure seamless integration of new hires into the payroll system by accurately setting up their payroll profiles, including tax withholding, direct deposit information, and benefits enrollment as well as electronic personnel files. Oversee the completion of new hire paperwork, including I-9 employment eligibility verification and E-Verify processes, to ensure full compliance with legal requirements. 
  • Conduct employee training sessions on payroll, benefits, and related systems to enhance employees’ understanding of their compensation and benefits packages as well as related policies and procedures.
  • Stay current with changes in local, state, and federal laws pertaining to payroll and benefits, ensuring the organization remains in full compliance.
  • Monitor, post, and reconcile federal, state, and local taxes, unemployment, and worker’s compensation. This includes maintaining open communication with state agencies and adhering to all required forms and deadlines.
  • Stay abreast of government regulations, legislation, and benefits trends, and remain informed about changes that could affect AAAHC’s compensation processes and policies.
  • Administer benefit plan HRIS administration, encompassing medical, dental, vision, flexible spending accounts, life insurance, disability, retirement plans, and others. Vigilantly reconcile and approve vendor invoices to guarantee the accuracy of enrollments, changes, and terminations, all processed in a timely manner.
  • Coordinate closely with third-party vendors for the administration of benefits-related matters.
  • Ensure precise setup of open enrollment and oversee all employee and dependent changes. Maintain the HRIS with updated information on new and revised benefits vendors, employee benefits selections, and benefits costs.
  • Confirm the correct submission of employee and employer 401(k) contributions in accordance with plan documents.
  • Track, analyze, and report on compensation variances and process pay grade updates and salary changes, including merit increases, promotions, bonuses, and more.
  • Investigate and implement HR system upgrades, ensuring their effective integration with existing systems. Expertly utilize Excel and other tools to produce reports for analysis, supporting informed decision-making. Run reports from HRIS to analyze data and to support reporting for compliance initiatives.
  • Continuously evaluate and enhance processes and procedures to optimize efficiency and streamline workflow. Develop and maintain detailed Standard Operating Procedures related to payroll, HRIS administration, compliance, and other areas as needed.
  • Prioritize data security by maintaining the confidentiality and integrity of HRIS data, while also ensuring full compliance with data protection regulations. 

Excellent Benefits Including:

At AAAHC, we prioritize attracting talented individuals who embody our core values of collaboration/communication, accountability, respect, and excellence. We understand the significance of balancing personal life with work commitments and hence offer a comprehensive benefits package to support our team. Our offerings include: 

  • A robust health benefits package with generously subsidized medical insurance, including FSA and HSA options, complemented by dental and vision coverage
  • Assurance of financial security with company-paid benefits such as short and long-term disability, employee life, and Accidental Death and Dismemberment (AD&D) policies.
  • An annual discretionary bonus, enhancing your financial prospects
  • Generous paid time off that appreciates and rewards your loyalty and tenure with the company - start at 4 weeks/year
  • 11 paid company holidays ensuring time for relaxation and family
  • Access to our Employee Assistance Program, supporting you in times of need
  • A 401(k) plan with a generous company contribution, supporting your future financial stability
  • The opportunity for hybrid work arrangements - in office Monday-Wednesday
  • Opportunities for continuous education, fostering personal growth and development
  • A "Dress for Your Day" policy, promoting comfort and individuality
  • Gym reimbursement, promoting wellness and health
  • Clear career advancement and growth pathways, recognizing your hard work and ambition
  • Rewarding employee referral bonuses for expanding our team
  • Public Service Loan Forgiveness (PSLF) eligible employer, enhancing financial wellness


All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.



Security Clearance

NO Security Clearance

Job Requirements


Minimum Qualifications and Job-specific Competencies Required

  • Bachelor’s Degree in accounting, business administration, HR, or a related field or equivalent professional work experience
  • Minimum of three years of experience in payroll and HRIS administration.
  • Proficiency in using payroll and HRIS systems to manage employee data and benefits information effectively
  • Current knowledge of payroll and benefits regulations and laws, ensuring compliance with changing requirements
  • Strong commitment to handling sensitive and confidential information with the highest ethical standards and discretion
  • Demonstrated ability to organize tasks efficiently, meet stringent deadlines, and manage multiple projects simultaneously
  • Effective written and verbal communication skills, with the ability to communicate clearly and professionally with employees, managers, and external vendors
  • Strong attention to detail, coupled with a numbers-oriented and analytically focused approach to data and processes
  • Capability to work both independently and collaboratively as part of a team, fostering positive working relationships
  • Intermediate skills in Microsoft Office applications, including Word, PowerPoint, and Excel

Preferred Qualifications

  • Bachelor’s Degree in accounting, business administration, HR, or a related field
  • Experience with ADP Workforce Now
  • Certified Payroll Professional (CPP) certification or other relevant certification

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