Position Description

Payroll Administrator
Location Headquarters (Carmel, IN)
Employment Duration Full-Time
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Payroll Administrator

Title: Payroll Administrator

Division : Corporate Services Division

Department: Accounting

Reports to: Senior Accountant and Manager

Classification: Non-exempt

Summary of the Job

The Payroll Administrator is an experienced payroll specialist and is responsible for preparing and processing biweekly payroll using an automated system to produce a highly accurate and timely payroll. This is a positon of trust and as such requires attention to detail and accuracy regarding data entry and payroll calculations, as well as a high level of confidentiality. This position is also responsible for accurately recording and reconciling certain general ledger journal entries and accounts and administering the day-to-day procurement process through the review of purchase requisitions and the issuance of purchase orders.

Essential Functions


  • Process biweekly transfer of payroll data to ADP
  • Extract time records for hourly employees for appropriate period(s)
  • Ensure all hourly employee’s time has been entered in Workamajig
  • Setup and maintain out-of-state withholding accounts for all employees
  • Reconcile paid time off records through ADP and Workamajig
  • Administer and process final pay check reconciliation for employee terminations
  • Validate tax reporting documents, including 941 tax returns and W-2 statements
  • Prepare and generate ad-hoc internal management reports
  • Reconcile monthly benefit bills and COBRA statements
  • Prepare documentation for 401(k) audit and bi-weekly 401(k) contributions
  • Other clerical tasks for employee payroll record keeping and accounting

With management approval, attend available seminars, meetings, or classes to ensure up-to-date education as it relates to wage and hour, payroll tax, and federal and state regulations


  • Perform month-end closing duties, including reconciling various balance sheet accounts as directed by management, creating miscellaneous journal entries and creating accruals for payroll and 401(k)
  • Provide assistance and backup for Accounts Payable workflow


  • Issue purchase orders in a timely manner once all applicable approvals have been submitted
  • Verify that the purchase order does not exceed the available budget
  • Validate the information entered by Accounts Payable and work with Accounts Payable on closing purchase orders once all invoices have been received
  • Maintain tight controls on all purchasing within DWA as well being the go-to person for all purchasing related assistance
  • Enter data and maintain DWA’s purchasing module in Workamajig
  • Monitor and, if necessary, reject purchase requisitions if budgets have been exceeded or if required approvals have not been obtained

Education and Experience

  • Associate's degree (AA) or equivalent from two-year college or an equivalent combination of education and related experience
  • ADP Workforce Now and accounts payable experience required. Purchasing experience a plus
  • Minimum 4 years of various accounting and payroll roles in a fast-paced, expanding organization;
  • High-level proficiency in Excel, payroll, and accounting software required
  • Strong computational ability and attention to detail
  • Strong organizational and time management skills
  • Strong ability to prioritize job responsibilities and work independently while managing multiple projects and responsibilities
  • Familiarity with journal entries and month-end reconciliations
  • Strong ability to work in a team environment


  • Behaviors and qualities of a professional and a lifelong commitment to professional development as demonstrated by a strong ability to manage time, work in a collaborative way, adapt to change, act in a professional manner, manage stress, and demonstrate a service orientation
  • A commitment to conducting business according to the highest ethical standards as demonstrated by a strong knowledge of industry legal compliance guidelines, organizational ethics, and demonstration of personal ethics and integrity
  • Ability to communicate effectively as demonstrated by intermediate level verbal skills, writing skills, and presentation skills
  • Knowledge, skills, and abilities necessary to achieve continuous quality improvement as exhibited by strong accuracy, problem solving, quality management, and client-readiness behaviors
  • Intermediate level project management skills, including the ability to provide project leadership and apply applicable methodologies to manage all project stages, including initiating a project, planning a project, executing a project, monitoring and controlling a project, and closing a project
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