Human Resources System Administrator

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 modulesMonitor system updates, patches, and new feature releases; assess impact and implement changes as appropriateTroubleshoot system issues, working directly with ADP support to resolve technical problems and escalate critical issuesAct 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 proceduresEnsure data integrity through regular audits, validation checks, and cleanup of duplicate or incorrect records Onboarding & New Hire ProcessingConfigure and maintain ADP onboarding workflows for multiple jurisdictions and position typesProcess new hire data entry with accuracy, ensuring compliance with state/provincial requirements for tax withholdings, I-9 verification, and benefit eligibilityGenerate and distribute onboarding reports to stakeholders; troubleshoot incomplete or delayed onboarding tasksCollaborate with recruiting and operations teams to streamline the new hire experience within ADPMaintain templates for offer letters, welcome communications, and required documentation within the system Payroll Processing SupportServe as primary liaison between HR and payroll teams, ensuring accurate employee data flows to payroll processingProcess payroll-related changes including salary adjustments, bonuses, commissions, and retroactive pay correctionsAudit pre-payroll reports for accuracy; identify and resolve discrepancies before payroll finalizationMaintain pay codes, earnings types, and deduction configurations for multiple locations and pay groupsSupport year-end processing including W-2 preparation, tax reporting, and annual compliance requirements Employee Changes & Contract ManagementProcess all employee status changes including transfers, promotions, demotions, and department moves with accurate effective datingMaintain position management structure ensuring accurate reporting relationships and organizational hierarchyUpdate compensation changes, ensuring proper approvals and documentation are maintained in the systemConfigure and track contract changes for international employees, ensuring compliance with local requirementsGenerate change reports and analytics for leadership review Leave Management & TrackingAdminister leave of absence requests through ADP, ensuring accurate tracking of FMLA, state leave laws, and company leave policiesConfigure leave accrual rules, carryover policies, and payout calculations for multiple jurisdictionsProcess leave requests, return-to-work updates, and intermittent leave schedules with appropriate documentationGenerate leave reports for compliance tracking, accommodation coordination, and workforce planningCoordinate with benefits administration to ensure proper benefit continuation during leaves Offboarding & Exit ProcessingProcess terminations and resignations in ADP, ensuring accurate final pay calculations and benefit termination datesCoordinate final paycheck processing including accrued PTO payouts, commission settlements, and benefit deductionsMaintain exit documentation and ensure proper data retention in compliance with record-keeping requirementsGenerate separation reports and analytics to support retention initiativesDisable system access and coordinate with IT for comprehensive offboarding procedures Reporting & AnalyticsCreate and maintain standard and custom reports for HR leadership, finance, and operations teamsDevelop dashboards for headcount tracking, turnover analysis, and compensation reportingRespond to ad-hoc reporting requests with timely and accurate data extractionEnsure data accuracy in reports through validation and reconciliation processesTrain HR team members on self-service reporting tools and capabilities Training & User SupportProvide training to HR staff, managers, and employees on ADP functionality and self-service featuresDevelop and maintain training materials, quick reference guides, and FAQsServe as first point of contact for ADP-related questions, providing timely and accurate responsesMonitor system adoption and identify opportunities to improve user experience and process efficiency Compliance & Data SecurityMaintain compliance with data privacy regulations including GDPR considerations for international operationsEnsure proper security protocols are followed for accessing and managing sensitive employee informationSupport internal and external audits by providing system documentation and data extractsStay 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 experienceMinimum 3 years of hands-on experience with ADP Workforce Now as a system administrator or power userDemonstrated expertise in ADP modules including Core HR, Payroll, Time & Attendance, Benefits, and RecruitingStrong understanding of payroll processing, tax regulations, and multi-state employment complianceAdvanced proficiency in Microsoft Excel including pivot tables, VLOOKUP, and data analysisExceptional attention to detail with proven ability to maintain data accuracy in complex systemsStrong analytical and problem-solving skills with ability to troubleshoot technical issuesExcellent organizational skills with ability to manage multiple priorities and meet deadlines Preferred:ADP Workforce Now certification or completion of ADP Learning Management coursesExperience supporting multi-state or international payroll operationsKnowledge of Canadian and/or Mexican employment regulations and payroll practicesExperience in retail or multi-location operational environmentsSHRM-CP or PHR certificationExperience with ADP reporting tools including Report Writer and Data DictionaryFamiliarity with integrations between ADP and other HR systems (benefits administration, time clocks, applicant tracking)