Payroll Specialist

At Heart to Heart, we are more than a healthcare provider, we are a mission-driven organization committed to compassion, dignity and high-quality care. With an expanding portfolio of entities and services, out ability to impact the lives of the individuals and families continues to grow each day.

We are seeking a detail oriented and dependable Payroll Specialist to join our Finance team and manage payroll for four organizational entities, with room to take on more as we continue expanding.

Based at our East Orange headquarters, the Payroll Specialist plays a critical role in ensuring accurate, timely and compliant payroll processing. You will oversee weekly and bi-weekly payroll cycles, support employees across all entities and help maintain strong internal controls and regulatory compliance.

This is an on-site Monday through Friday position at our East Orange, NJ Headquarters

No Staffing Agencies, please

• 2-4+ years of payroll experience (healthcare or multi-entity preferred)
• Strong understanding of weekly and bi-weekly payroll cycles, wage and hour laws and payroll tax regulations
• Experience with payroll and timekeeping systems; UKG experience strongly preferred
• High attention to detail with strong analytical and problem solving skills
• Ability to maintain confidentiality and handle sensitive information with professionalism
• Excellent communication and customer service skills
• High School Diploma or Equivalent required, Bachelors Degree preferred

Payroll Processing & Administration
Process weekly and biweekly payrolls for four organizational entities.
Maintain accurate payroll records including new hires, terminations, rate changes, tax updates, garnishments, deductions, and direct deposits.
Review and validate timekeeping data across multiple systems, ensuring alignment with state and federal labor laws.
Reconcile payroll discrepancies and ensure proper documentation and approval workflow.
Ensure accurate tracking of PTO, sick leave, overtime, and other paid/unpaid time in accordance with company policy and state requirements.

Compliance & Reporting
Ensure compliance with federal, state, and local payroll regulations, including wage and hour laws.
Prepare recurring and ad hoc payroll reports for Finance, HR, auditors, and senior leadership.
Assist with quarterly and annual payroll activities, including W-2 processing, payroll tax reconciliation, and audit support.
Stay informed on healthcare-specific payroll rules, including state home care requirements and caregiver pay considerations.

Employee Support
Serve as the primary contact for payroll questions from employees across all four entities.
Provide clear, timely, and professional support regarding paychecks, taxes, deductions, timekeeping, and policies.
Work closely with HR to ensure accurate onboarding and offboarding information flows into payroll systems.

Systems & Process Improvement
Utilize payroll and timekeeping software to complete payroll efficiently and accurately.
Recommend improvements to payroll processes to enhance accuracy, speed, and compliance.
Assist with system upgrades, integrations, or transitions to new payroll platforms.