HR System Administrator

POSITION DESCRIPTION AND KEY MEASURES

Department – HR

Location – Grove City, OH

Report to – Joseph Ogaz

Number of direct reports – 0

POSITION PURPOSE AND EXPECTATION :

The HR System Administrator serves as the primary administrator and subject matter expert for Lovisa's ADP Workforce Now platform, ensuring accurate and efficient system operation across all employee lifecycle stages. This dedicated role manages system configuration, data integrity, payroll processing support, and user training while maintaining compliance with multi-state employment regulations across the US, Canada, and Mexico. They will act as the primary liaison between the Payroll and HR teams as it pertains to their shared processes in ADP workforce now. The position requires strong technical aptitude, meticulous attention to detail, and the ability to translate HR processes into system workflows.

Essential Responsibilities

ADP System Administration & Maintenance

Serve as primary system administrator for ADP Workforce Now, maintaining system configuration, security settings, and user access across all modules

Monitor system updates, patches, and new feature releases; assess impact and implement changes as appropriate

Troubleshoot system issues, working directly with ADP support to resolve technical problems and escalate critical issues

Act as liaison between HR and Payroll as it pertains to shared processes in HRIS to support updates and optimization for both teams.

Maintain system documentation including process workflows, configuration guides, and standard operating procedures

Ensure data integrity through regular audits, validation checks, and cleanup of duplicate or incorrect records

Onboarding & New Hire Processing

Configure and maintain ADP onboarding workflows for multiple jurisdictions and position types

Process new hire data entry with accuracy, ensuring compliance with state / provincial requirements for tax withholdings, I-9 verification, and benefit eligibility

Generate and distribute onboarding reports to stakeholders; troubleshoot incomplete or delayed onboarding tasks

Collaborate with recruiting and operations teams to streamline the new hire experience within ADP

Maintain templates for offer letters, welcome communications, and required documentation within the system

Payroll Processing Support

Serve as primary liaison between HR and payroll teams, ensuring accurate employee data flows to payroll processing

Process payroll-related changes including salary adjustments, bonuses, commissions, and retroactive pay corrections

Audit pre-payroll reports for accuracy; identify and resolve discrepancies before payroll finalization

Maintain pay codes, earnings types, and deduction configurations for multiple locations and pay groups

Support year-end processing including W-2 preparation, tax reporting, and annual compliance requirements

Employee Changes & Contract Management

Process all employee status changes including transfers, promotions, demotions, and department moves with accurate effective dating

Maintain position management structure ensuring accurate reporting relationships and organizational hierarchy

Update compensation changes, ensuring proper approvals and documentation are maintained in the system

Configure and track contract changes for international employees, ensuring compliance with local requirements

Generate change reports and analytics for leadership review

Leave Management & Tracking

Administer leave of absence requests through ADP, ensuring accurate tracking of FMLA, state leave laws, and company leave policies

Configure leave accrual rules, carryover policies, and payout calculations for multiple jurisdictions

Process leave requests, return-to-work updates, and intermittent leave schedules with appropriate documentation

Generate leave reports for compliance tracking, accommodation coordination, and workforce planning

Coordinate with benefits administration to ensure proper benefit continuation during leaves

Offboarding & Exit Processing

Process terminations and resignations in ADP, ensuring accurate final pay calculations and benefit termination dates

Coordinate final paycheck processing including accrued PTO payouts, commission settlements, and benefit deductions

Maintain exit documentation and ensure proper data retention in compliance with record-keeping requirements

Generate separation reports and analytics to support retention initiatives

Disable system access and coordinate with IT for comprehensive offboarding procedures

Reporting & Analytics

Create and maintain standard and custom reports for HR leadership, finance, and operations teams

Develop dashboards for headcount tracking, turnover analysis, and compensation reporting

Respond to ad-hoc reporting requests with timely and accurate data extraction

Ensure data accuracy in reports through validation and reconciliation processes

Train HR team members on self-service reporting tools and capabilities

Training & User Support

Provide training to HR staff, managers, and employees on ADP functionality and self-service features

Develop and maintain training materials, quick reference guides, and FAQs

Serve as first point of contact for ADP-related questions, providing timely and accurate responses

Monitor system adoption and identify opportunities to improve user experience and process efficiency

Compliance & Data Security

Maintain compliance with data privacy regulations including GDPR considerations for international operations

Ensure proper security protocols are followed for accessing and managing sensitive employee information

Support internal and external audits by providing system documentation and data extracts

Stay current on employment law changes affecting system configuration and reporting requirements

Qualifications

Required :

Bachelor's degree in Human Resources, Information Systems, Business Administration, or related field, OR equivalent combination of education and experience

Strong understanding of payroll processing, tax regulations, and multi-state employment compliance

Advanced proficiency in Microsoft Excel including pivot tables, VLOOKUP, and data analysis

Exceptional attention to detail with proven ability to maintain data accuracy in complex systems

Strong analytical and problem-solving skills with ability to troubleshoot technical issues

Excellent organizational skills with ability to manage multiple priorities and meet deadlines

Preferred :

ADP Workforce Now certification or completion of ADP Learning Management courses

Minimum 3 years of hands-on experience with HRIS or specifically ADP Workforce Now as a system administrator or power user

Demonstrated expertise in ADP modules including Core HR, Payroll, Time & Attendance, Benefits, and Recruiting

Experience supporting multi-state or international payroll operations

Knowledge of Canadian and / or Mexican employment regulations and payroll practices

Experience in retail or multi-location operational environments

SHRM-CP or PHR certification

Experience with ADP reporting tools including Report Writer and Data Dictionary

Familiarity with integrations between ADP and other HR systems (benefits administration, time clocks, applicant tracking)