About the role:

The Senior Compliance and Payroll Specialist plays a critical role in ensuring accurate, timely payroll processing while driving operational excellence across day-to-day functions. This role leads end-to-end payroll administration—including payroll processing, 401(k) plan administration, reconciliations, audits, and compliance with federal, state, and local regulations—while maintaining the highest standards of accuracy, confidentiality, and data integrity.

In addition to payroll, this role supports and strengthens organizational operations by developing and maintaining systems, workflows, and standard operating procedures that improve efficiency and consistency. Working cross-functionally with Finance, Talent, Equity and Culture, and other teams, the Senior Compliance and Payroll Specialist ensures alignment across processes, supports benefits administration, manages employee records, and responds to payroll and data-related inquiries. The role also contributes to reporting, system optimization, and continuous process improvement, helping to streamline operations and enhance organizational effectiveness.

The ideal candidate brings strong attention to detail, deep experience with payroll systems and HR operations, and the ability to balance hands-on execution with process improvement. They demonstrate sound judgment, discretion, and a commitment to equity and inclusion in supporting a diverse workforce. This role is essential to driving accuracy, compliance, and operational efficiency while contributing to a responsive, well-functioning, and people-centered organization.

Location: Washington, D.C.

Reports to: Senior Director of Talent

This Position Is: Full-time, Exempt, Non-Union

Salary: $75,000 - $125,000

Responsibilities:

Payroll Processing:

• Manage full-cycle, bi-weekly payroll (including timecard review and follow-up) with a commitment to excellence, accuracy, and timeliness, ensuring all employees, salaried and hourly, are paid equitably and on schedule across departments and funding sources;
• Maintain accurate, up-to-date payroll records with a focus on transparency, equity, and data integrity, including new hires, terminations, compensation changes, tax status, and benefits deductions;
• Administer payroll-related deductions and contributions (e.g., benefits, garnishments, wage assignments, and 401(k) plans) with a focus on equitable and compliant practices, coordinating closely with third-party administrators to ensure accuracy and timeliness;
• Ensure payroll allocations are accurately coded to grants, departments, and programs, upholding transparency and accountability in alignment with organizational accounting practices and funder requirements;
• Ensure timely updates to  employee files that impact payroll processing, to include new hire documentation, compensation changes, promotions, status changes (e.g., full-time/part-time), leave of absence records, benefits elections, tax forms (W-4/state forms),  reconciling employee tax issues and anomalies,direct deposit updates, and terminations;
• Collaborate with the Finance Department to reconcile payroll with general ledger accounts and ensure accurate posting of payroll expenses across restricted and unrestricted funds;
• Ensure compliance with federal, state, and local employment and payroll regulations, including tax filings, wage and hour laws, and year-end reporting;
• Prepare, review, and distribute W-2 and other required benefits tax documents in collaboration with  ADP; 
• Respond to employee inquiries related to payroll, timekeeping, benefits deductions, and tax withholdings with responsiveness, clarity, and a people-centered approach, ensuring employees feel informed and supported;
• Track and manage paid time off (PTO), including compensatory time, sick leave, and leave of absence records to ensure accurate accruals and usage reporting;
• Routinely compare FSA, HSA, and health insurance enrollment information on Employee Navigator against deductions records in ADP to ensure accuracy;
• Send monthly updates on new hires to Aflac representative for enrollment opportunities;
• Create and maintain tracking system for annual benefits reminders, to include FSA and health insurance open enrollment, Voya catch-up contributions;
• Update payroll processing spreadsheet each payroll period with Voya account information for all employees adhering to payroll processing deadlines;
• Lead payroll-related audit and reporting processes by preparing accurate, timely reports that support organizational transparency, compliance, and informed decision-making;
• Maintain and update payroll policies and procedures to ensure clarity, compliance, and consistent documentation for grant compliance, financial audits, and board reporting;
• Identify and recommend process improvements to enhance the efficiency and accuracy of payroll operations and related workflows;
• Perform administrative tasks in support of the duties outlined herein and as needed and with collaboration with the Finance department. 

Operations Management:

• Assist the Senior Director of Talent with benefits administration and respond to employee inquiries;
• Collaborate with the Director of Equity and Culture and Senior Director of Talent on project management and execution of cross departmental initiatives, to include, but not limited to, performance management and All Staff retreat planning;
• Design, implement, and continuously improve operational systems, workflows, and SOPs to reduce gaps and increase scalability;
• Manage departmental vendor relationships, contracts, and service-level agreements and support the procurement process;
• Support the General Counsel & COO and Senior Director of Talent in managing strategic labor management relations deliberations;
• Develop and track key operational metrics (e.g., payroll accuracy, processing timelines, ticket resolution, system utilization);
• Generate regular reports and insights to inform department  leadership decision-making;
• Identify opportunities for automation and system enhancements to improve efficiency and reduce manual and duplicative work;
• Foster a culture of accountability, responsiveness, and continuous improvement by setting clear expectations, modeling ownership, and driving follow-through across teams;
• Support change management efforts tied to new systems, policies, or organizational shifts through project management and execution support;
• Conduct regular updates to, and audits of, employee databases, to include ADP and Employee Navigator;
• Additional duties may be assigned consistent with the responsibilities and qualifications in this job description.

Qualifications:

• 5+ years of professional, relevant experience performing similar duties, with a demonstrated commitment to excellence, accountability, and continuous improvement;
• Demonstrated expertise in payroll processing, including knowledge of 401(k) procedures, payroll compliance, and general HR practices, with a focus on accuracy, integrity, and equitable application of policies;
• Experience with ADP, Employee Navigator, and Sage Intaact or similar platforms 
• Strong attention to detail and accuracy, with the ability to manage data entry, reconciliation, and reporting with a high level of precision and integrity;
• Proven ability to manage multiple priorities and meet deadlines, with excellent organizational, communication, and time management skills;
• Ability to quickly learn new systems, tools, and processes; 
• Demonstrated initiative, ownership, and a proactive, solutions-oriented approach to work, with a commitment to operational excellence;
• High level of integrity and ability to handle confidential information;
• Proficiency in Google Workspace (especially Google Sheets) and/or Microsoft Office Suite, using tools to support effective communication, transparency, and data-driven decision-making;
• Demonstrated commitment to diversity, equity, and inclusion, including applying equitable and inclusive practices in payroll administration, data management, and employee support processes;
• Clear understanding of and commitment to Reproductive Freedom for All’s mission, values, and goals, with the ability to apply those values in day-to-day work and decision-making;

OPTIONAL: Nice-to-haves (or excited-to-learns):

• Experience working in a 501 (c)(3) and 501 (c)(4) non-profit;
• Familiarity with project management tools such as Monday.com;
• Experience working in a unionized environment or with collective bargaining agreements.