Payroll Administrator

POSITION: Payroll Administrator

DEPARTMENT: Finance

REPORTS TO: Assistant Controller

LOCATION: New York, NY\-Primarily Remote

FLSA STATUS: Exempt

START DATE: May 2026

The New York City Bar Association, founded in 1870, is a voluntary association of lawyers and law students. The City Bar’s mission is to equip and mobilize a diverse legal profession to practice with excellence, promote reform of the law, and uphold the rule of law and access to justice in support of a fair society and the public interest in our community, our nation, and throughout the world.

As the nonprofit 501(c)(3\) arm of the New York City Bar Association, the City Bar Fund mobilizes New York City lawyers to do good work for people in need and for the legal profession. The City Bar Fund’s four programs — the City Bar Justice Center, the Cyrus R. Vance Center for International Justice, the Office for Diversity, Equity, Inclusion and Belonging, and the Lawyer Assistance Program — channel the power of volunteering into positive impact. (Together, we are referred to as the City Bar).

JOB FUNCTION

We are seeking a detail‑oriented and collaborative Payroll Administrator to process payroll and ensure compliance within a mission‑driven non‑profit organization. This role is responsible for accurate and compliant payroll processing for a multi‑state workforce, including union and non‑union employees across in‑person, hybrid, and remote work arrangements.

Reporting to the Assistant Controller, the Payroll Administrator partners closely with Human Resources and Finance to support payroll accuracy, reconciliations, audits, and financial reporting, while upholding strong internal controls and compliance standards.

Key responsibilities include, but are not limited to:

• Process weekly payroll for union employees and bi\-weekly payroll for non\-union employees using ADP Workforce Now
• Apply union pay rules in accordance with collective bargaining agreements (CBAs), including wage rates, overtime, premiums, differentials, and deductions
• Review and validate timekeeping data to ensure payroll accuracy and compliance prior to processing
• Maintain accurate payroll records including earnings, deductions, taxes, benefits, garnishments, and leave balances
• Process payroll changes related to new hires, terminations, job changes, retroactive adjustments, stipends, and special payments
• Respond to employee payroll inquiries and resolve any discrepancies with professionalism, accuracy, and sensitivity
• Partner with Human Resources to ensure accurate employee data, pay setups, and benefit deductions
• Support the Finance team with payroll‑related financial activities, including:

+ Payroll and payroll‑related account reconciliations

+ Preparing payroll journal entries and uploading them into NetSuite

+ Collaborating with Assistant Controller on month‑end and year‑end payroll close processes

• Partner with ADP and other third\-party providers on payroll tax filings, payments, corrections, and reconciliations
• Provide documentation and support for internal and external audits, grant compliance reviews, and financial reporting
• Prepare and coordinate year‑end payroll activities including W‑2 preparation and reconciliation
• Follow established payroll procedures, internal controls and assist with process documentation and continuous improvement

QUALIFICATIONS

• Associate’s or Bachelor’s degree in Accounting, Finance, Business, Human Resources, or related field, or equivalent experience
• 4\+ years of payroll processing experience
• Hands‑on experience with ADP Workforce Now
• Experience with union and non‑union payroll environments
• Experience processing multi‑state payroll
• Working knowledge of U.S. payroll regulations, wage \& hour laws, and payroll tax requirements
• Strong attention to detail and ability to meet deadlines in a structured, compliance‑focused environment
• Ability to handle confidential and sensitive information with discretion
• Strong verbal and written communication skills and a collaborative, service‑oriented approach
• Excellent analytical and problem\-solving skills

ADDITIONAL QUALIFICATIONS(preferred, but not required)

• Experience working in a non‑profit or mission‑driven organization
• Experience supporting audits, grant compliance, or fund‑based accounting environments
• Strong Excel skills
• Experience with timekeeping and HRIS systems
• Familiarity with accounting systems, including NetSuite

Candidates must be authorized to work in the United States. We are not able to sponsor visas for this position.

This job is primarily remote. Candidates must be eligible to work in the U.S. and must live in the New York area or a nearby state for occasional in\-person meetings and events at the City Bar. The remote schedule may be subject to review and revision based on changing departmental needs.

The annualized salary for this role is $70,000 \- $82,500 based on years and depth of experience. The City Bar’s competitive benefits package includes generous paid time off (vacation, personal, sick time, holidays including office closure during the last week of the calendar year through New Year’s Day, day off each year for volunteer work, extra time off in the summer), choice of medical plans, dental, vision, 401K when employment begins (with discretionary employer match up to 3% after 1 year), life insurance, commuter benefits program, Employee Assistance Program, short\-term/long\-term disability insurance, employee discounts, and more!

To apply: Applications will be considered when received until a qualified candidate is hired. It is suggested that qualified applicants include a cover letter, to explain why you are interested in the position, but it is not required to apply.

Note: A minimum of three professional references (including prior supervisors) will be required later on in the process for candidates being given serious consideration.

We actively seek a diverse applicant pool and encourage candidates of all backgrounds and unique experiences to apply. We welcome diversity of all kinds. It is the policy of the City Bar to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, age, national origin, alienage or citizenship status, gender, sexual orientation, disability, arrest or conviction record, pregnancy, credit history, salary history, caregiver status, marital status, partnership status, or status as a victim of domestic violence, stalking and sex offenses, religion, sex, genetic information, military status, unemployment status or any other characteristic as protected by law. With regard to the Americans with Disabilities Act and other related laws, the City Bar will endeavor to make reasonable accommodations for persons due to their religious beliefs, disability, pregnancy, childbirth or related medical condition or because the individual was a victim of domestic violence, sexual violence or stalking.

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