Job Details

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
• Minimum 3 years of hands-on experience with ADP Workforce Now as a system administrator or power user
• Demonstrated expertise in ADP modules including Core HR, Payroll, Time & Attendance, Benefits, and Recruiting
• 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
• 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)