Payroll Administrator

Catholic Charities of Philadelphia 
Payroll Administrator 
Job Title: Payroll Administrator 
Reports to: Chief Financial Officer / Chief Operating Officer 
Location: Catholic Charities of Philadelphia  
FLSA Status: Exempt

EEO Classification: First/Mid-Level Officials and Managers 

Job Purpose 
The Payroll Administrator plays a critical role in advancing the mission of Catholic Charities of 
Philadelphia (CCoP) by ensuring accurate, timely, and compliant payroll operations across a 
complex, multi-program human services organization. 
Reporting to the CFO/COO, this position serves as the organization’s subject matter expert for 
payroll processing, compliance, and UKG Ready system optimization. The Payroll Administrator 
oversees all payroll runs, including high-volume and complex payrolls supporting 24/7 program 
operations, and serves as the final level of review to ensure accuracy, regulatory compliance, and 
risk mitigation. 
This role combines technical expertise, process improvement, and regulatory oversight to 
strengthen payroll operations, enhance system functionality, and ensure compliance with federal, 
state, and local wage and tax laws. The Payroll Administrator contributes to organizational 
effectiveness by promoting consistency, accuracy, and continuous improvement in payroll 
processes across ministries.

 
Duties and Responsibilities 
Payroll Processing & Oversight 
• Oversee and execute full-cycle payroll processing using UKG Ready for all CCoP 
programs and ministries. 
• Serve as the final review and approval point for payroll runs, ensuring accuracy of wages, 
deductions, taxes, and accruals. 
• Manage complex payroll scenarios, including shift differentials, multiple pay rates, 
overtime calculations, retroactive adjustments, and off-cycle payrolls. 
• Ensure timely processing of payroll in alignment with organizational schedules and 
deadlines. 
• Monitor payroll data integrity and resolve discrepancies in collaboration with HR, 
Finance, and program leadership. 

System Management & Optimization 
• Serve as the internal expert for payroll functionality within UKG Ready, including 
configuration, troubleshooting, and enhancements. 
• Lead ongoing payroll system optimization efforts to improve efficiency, accuracy, and 
reporting capabilities. 
• Collaborate with HRIS functions to ensure proper integration of employee data, 
timekeeping, benefits, and payroll processes. 
• Develop and maintain payroll-related system documentation, workflows, and standard 
operating procedures. 

Compliance, Audit, and Tax Administration 
• Ensure compliance with all applicable federal, state, and local payroll laws and 
regulations, including wage and hour requirements. 
• Manage payroll tax administration, including review and validation of tax filings, 
reconciliations, and year-end processes (W-2s and related reporting). 
• Serve as the primary point of contact for payroll audits, both internal and external. 
• Monitor regulatory changes and proactively recommend updates to payroll practices and 
policies. 
• Ensure accurate recordkeeping and documentation to support compliance and audit 
readiness.  
Process Improvement & Standardization 
• Identify opportunities to enhance payroll processes, reduce risk, and improve efficiency 
across the organization. 
• Lead process improvement initiatives related to payroll operations, timekeeping 
practices, and data accuracy. 
• Partner with program leadership to standardize payroll-related practices across 
ministries where appropriate. 
• Implement controls and validation checks to strengthen payroll accuracy and minimize 
errors. 

Collaboration Across the Organization 
• Partner closely with Finance, Human Resources, and program leadership to ensure 
alignment on payroll operations and issue resolution. 
• Provide guidance and direction to managers and administrators regarding payroll 
practices, timekeeping, and compliance expectations. 
• Collaborate with the Archdiocese and external vendors as needed to ensure consistency, 
accuracy, and compliance. 
Employee Support & Issue Resolution 
• Serve as a point of escalation for complex payroll inquiries and concerns. 
• Investigate and resolve payroll discrepancies in a timely, thorough, and professional 
manner. 
• Provide clear and accurate communication to employees and managers regarding payroll 
processes and outcomes. 

Organizational Responsibilities 
• Treat all colleagues, program participants, and community partners with dignity and 
respect. 
• Support and uphold the mission, values, and teachings of the Catholic Church in all 
aspects of work. 
• Attend meetings, trainings, and organizational events as required. 
• Travel locally throughout the Greater Philadelphia region as needed. 
• Perform other related duties as assigned. 

Qualifications 
Education and Experience 
• Bachelor’s degree in Accounting, Finance, Human Resources, Business Administration, 
or a related field, or equivalent professional experience, is required. 
• Five (5) or more years of progressive experience in payroll administration, including full
cycle payroll processing required. 
• Experience managing payroll in a complex, multi-site and/or 24/7 operational 
environment strongly preferred. 
• Experience with UKG Ready or a comparable HRIS/payroll system required. 
• Certified Payroll Professional (CPP) designation preferred. 
• Experience in a nonprofit, human services, or faith-based organization preferred. 
Knowledge, Skills, and Abilities 
• Demonstrated expertise in payroll processing, payroll tax regulations, and wage and hour 
compliance. 
• Advanced knowledge of payroll systems, reporting tools, and data analysis. 
• Strong attention to detail with the ability to identify discrepancies and ensure accuracy in 
high-volume environments. 
• Ability to manage complex payroll structures involving multiple programs, shifts, and 
compensation models. 
• Experience leading process improvements and implementing operational efficiencies. 
• Strong organizational and time management skills, with the ability to meet strict 
deadlines. 
• Excellent problem-solving skills and sound judgment, particularly in high-risk or 
complex scenarios. 
• Strong interpersonal and communication skills, with the ability to collaborate across 
departments and leadership levels. 
• Ability to handle sensitive and confidential information with a high level of discretion and 
professionalism. 

Working Conditions 
• Primarily office-based with occasional local travel as needed. 
• Work may require extended hours during payroll processing cycles, audits, and year-end 
reporting periods. 
• Requires the ability to sit, stand, and work on a computer for extended periods of time. 
• Must be able to perform duties in a fast-paced environment with strict deadlines and high 
accuracy expectations. 

Catholic Charities of Philadelphia is an equal opportunity employer and is committed to 
providing employment opportunities to all qualified applicants without regards to race, color, 
religion, age, sex, national origin, disability, or protected veteran status.