Job description

By joining the National Student Clearinghouse, you can be sure that the work you do now will help shape the future of education and the workforce in the U.S. As the trusted source for higher education data since 1993, the Clearinghouse is the leading provider of transcript and data exchange services, automated enrollment and degree verifications, learner insights and research, and compliance solutions for schools, businesses, and learners nationwide. As a 501(c)(3) nonprofit organization, the Clearinghouse works with nearly 3,600 postsecondary institutions to meet their compliance needs and with thousands of high schools and districts to provide continuing collegiate enrollment, progression, and completion statistics about their alumni. In addition, the Research Center publications inform policymakers and business leaders about student educational pathways. Using our unique combination of data, analytics, and software to drive our mission, security and privacy is paramount. Join us as we continue to invest in our talent and new advanced technologies to unlock the power of data on behalf of all learners. About the Role: The Senior Specialist, HRMS & Payroll is responsible for the administration, optimization, and continuous improvement of the organization’s Human Resource Management Systems (HRMS), time and attendance, payroll processes, HR data administration, compliance and reporting. This role will actively stay abreast of the external regulatory landscape and ensure compliance with applicable federal, state, and local requirements, particularly as it relates to multi-state payroll tax and reporting obligations in a remote-first work environment. Serving as a key liaison between Human Resources, Finance, Legal, IT, and external vendors, the senior specialist will play an integral role in ensuring data accuracy and integrity, system functionality, reporting accuracy and compliance, efficient business processes and scalability and delivering a high level of service and solutions. The Senior Specialist combines strong technical systems expertise with working payroll knowledge, analytical skills and the ability to manage confidential information with discretion to support organizational objectives, drive process improvements, and enhance employee experience. This position reports to the Managing Director, Human Resources in the People Experience Solutions (PES) Division. Currently, this is a remote-first position, and this position may be required to periodically work on-site at our office and the frequency would depend on the department/division's requirements. Therefore, candidates must reside within a reasonable distance to commute to our office when required. How You Contribute: • Demonstrate the Clearinghouse's core competencies: Customer Focus, Optimizes Work Processes, Collaborates, Communicates Effectively, and Be Open and Authentic. HRMS Administration and Support • Serve as primary administrator and subject matter expert for the organization’s HRMS and related Total Rewards systems, including payroll, time and attendance, recognition, retirement, and benefits platforms. • Lead and maintain system configurations, workflows, security roles, business rules, integrations, data feeds, and system access to ensure performance, security, confidentiality, and data integrity. • Partner with HR, Finance, IT, and vendors to translate and implement business requirements into system enhancements, automation, and process improvements to include configure and setup benefits open enrollment, data feeds and integrations. • Coordinate system testing, upgrades, patches, implementations, and new functionality; troubleshoot complex system and data issues through resolution, end-to-end. • Manage HRMS transactions across the employee lifecycle, including hires, job and compensation changes, transfers, leave, organizational changes, and terminations. • Maintain system documentation, procedures, and controls, and support the evaluation and implementation of integrated workforce management solutions, including actively participating and/or leading in RFPs, systems upgrades and optimization activities, as needed. Payroll Administration and Operations • Lead and administer payroll operations to ensure employees are paid accurately and on schedule, coordinating with the third-party payroll provider and other external partners. Oversee payroll provider activities and ensure SLAs are met. • Review and process payroll transactions, including earnings, deductions, benefits, taxes, garnishments, adjustments, and employee status changes. • Establish payroll quality controls, perform audits and reconciliations to identify and resolve discrepancies before payroll is finalized. Maintain accurate payroll records, approvals, and documentation. • Process and complete required post-payroll activities, including retirement and HSA/FSA contribution processing. • Partner with Finance to support payroll funding, accounting, reconciliations. • Process vendor invoices and ensure timely payments are processed, as assigned. • Work with third-party provider, lead quarterly and year-end payroll activities, including W-2 preparation, reconciliations, reporting, and required filings; monitor regulatory changes and implement necessary compliance updates. Time and Attendance • Administer and maintain the time and attendance process and system, including time capture, scheduling, attendance, leave processes, pay rules, and related configurations. • Reconcile timekeeping data and resolve discrepancies that may affect payroll processing, in partnership with HR, managers, and employees. Ensure and support adherence of related policies. • Monitor compliance with company policies and applicable federal, state, and local wage-and-hour requirements. • Provide user support, training, job aids, and guidance on timekeeping policies, processes, and system functionality. • Lead or support time and attendance implementations, upgrades, and optimization efforts to improve functionality, adoption, and efficiency. Data Management and Reports • Maintain accurate and timely employee data throughout the employee lifecycle and establish regular audits to ensure data standards and integrity across HR and payroll systems. • Monitor interfaces, integrations, data feeds, and vendor file exchanges to ensure complete, accurate, and timely data transmission. • Support data privacy, audit, and control requirements, including internal and external audits related to HR, benefits, payroll, and systems. • Develop and maintain reports, dashboards, queries, and data exports for HR, Finance, leadership, regulatory requirements, and business decision-making. • Maintain reporting standards, delivery methodology, and inventory of report repository; and leverage reporting and business intelligence tools to improve workforce insights and decision support. Compliance Reporting and Support • Maintain required federal and state employment notices and compliance postings. • Support annual retirement and health and welfare plan audits, Form 5500 filings, compliance notices, and related documentation, as assigned. • Prepare, reconcile, and submit required workforce compliance reports, including EEO and VETS reporting and applicable state filings. • Conduct due diligence for employment in new states in partnership with Legal and Finance, and monitor employee work-location changes for policy, employment, and payroll tax compliance. • Respond to unemployment information requests and maintain supporting records and documentation. Workers Compensation Administration • Administer the organization’s worker’s compensation program and serve as the primary liaison with insurance carriers, brokers, case managers, and other external partners. • Lead the annual workers’ compensation premium audit, including payroll records, employee classification codes, requested documentation, and audit recordkeeping in partnership with Finance and Legal, as needed. • Monitor workers’ compensation regulatory requirements and implement process changes needed to maintain compliance. • Coordinate workplace injury and illness claim intake, documentation, timely reporting, follow-up, and resolution from initiation through closure. Adhere to OHSA requirements, as applicable. • Partner with HR, Benefits, Leave Administrator, and managers on overlapping activities of worker’s compensation with FMLA, ADA, disability leave, return-to-work, and transitional duty matters. • Monitor vendor performance, service levels, claim trends, and cost-containment opportunities; participate in vendor reviews, renewals, and service evaluations. Process Improvement & Training Support • Evaluate HRMS, time and attendance, payroll processes and implement improvements that increase accuracy, efficiency, automation, data flow, and service quality. • Develop and maintain standard operating procedures, process documentation, training materials, user guides, and job aids. • Provide guidance and conduct training to HR colleagues, managers, employees, and business users on HRMS, payroll, and related processes. • Communicate complex payroll and HRMS information clearly to employees and stakeholders and participate in HR, payroll, HRMS, and organizational projects as assigned. • Continually, explore and implement innovative and optimization solutions, incremental or in larger scale, to allow for scalability, flexibility, improve the employee experience, and support company growth journey. Position may be required to perform other duties as required. These essential functions are representative of those that must be met by an employee to successfully perform the job. Reasonable accommodations will be made to enable individuals with disabilities to perform these essential functions. What You Bring to the Table: • Bachelor's degree in human resources, social sciences, business, or any related field. A combination of education and experience including military service will also be considered. • 6 years of direct and relevant experience administering or supporting HRMS, HCM, HRIS, or similar enterprise human resources systems. • Experience with enterprise HR technology platforms such as UKG, Workday, SAP SuccessFactors, Oracle HCM, ADP, Dayforce, or comparable systems, including system configuration, integrations, data management, reporting, upgrades, or process improvements. • 2 years of experience in payroll processing, audits and reconciliations, payroll controls, and compliance with applicable payroll regulations. • HRMS / HR Technology Expertise - Strong knowledge of HRMS/HCM functionality, configuration, integrations, workflows, security, and data administration. • Payroll Administration - Working knowledge of payroll processing, controls, reconciliations, payroll taxes, and multi-state payroll requirements. • Data Accuracy & Integrity - High attention to detail with a strong commitment to accurate employee and payroll data. • Data Analysis & Reporting – Strong ability to analyze data, identify trends and discrepancies, and develop meaningful reports and dashboards. • Problem Solving & Critical Thinking – Strong ability to troubleshoot complex system, payroll, and data issues and drive them to resolution. • Process Improvement & Technology Orientation - Ability to identify opportunities for automation, streamline processes, and optimize HR technology. • Leverage Technology, Tools and Resources - Demonstrated proficiency and strong working knowledge using Microsoft Office Suite, especially Excel. Ability to create formulas, pivot tables, macros to manipulate and organize data. • Compliance & Risk Management - Understanding of applicable payroll, employment, data privacy, and audit requirements. • Communication & Collaboration - Ability to communicate technical and payroll information clearly and partner effectively with HR, Finance, IT, vendors, managers, and employees. • Customer Focus - Demonstrated commitment to responsive, accurate, and high-quality service to employees and stakeholders. • Organization & Professional Judgment - Ability to manage multiple priorities and deadlines while handling confidential information with discretion. • Demonstrates the Clearinghouse’s core competencies: customer focus, optimizes work processes, communicates effectively, collaborates, and is open and authentic. • Must live within a commutable distance to Herndon, VA (preferred) or in one of the Clearinghouse's approved States for hiring purposes located in the Eastern Time Zone. Refer to our HR Policies Page, located on our Careers site at studentclearinghouse.org , for more details. • Must be currently authorized to work in the United States on a full-time basis. We do not intend to sponsor external applicants for work visas, and may consider sponsorship only if no qualified candidates can be found who are authorized to work without sponsorship. • Must be at least 18 years old. Additional Desired: • Experience and working knowledge of UKG Pro, TimeStar • Experience supporting multi-state payroll or payroll across multiple jurisdictions. • Experience developing HR workforce analytics, or data quality initiatives. • Experience in HR Programs, Benefits, Compensation, Workers Compensation • Knowledge of SQL, Power BI, Tableau, or similar reporting and analytics tools. • Professional certification such as Certified Payroll Professional (CPP), Fundamental Payroll Certification (FPC), SHRM-CP/SHRM-SCP, PHR/SPHR, or a relevant HR technology certification. Physical Demands: • Use of a computer for 8 or more hours a day. • Use of a telephone and/or copy machine. • Frequently required to sit for 7 or more hours per day. • Occasionally required to use hands and fingers to operate, handle, and reach. • Vision abilities include close vision and the ability to adjust focus. Benefits and Related Information The National Student Clearinghouse provides a robust benefit program designed to help meet the needs of each employee and their family, both now and in the future. We offer comprehensive medical, dental, and vision insurance, as well as life and disability insurance benefits, for employees and their qualified dependents. Health care, dependent care, and limited purpose flexible spending accounts, as well as a health savings account with annual employer contributions of $300 for employees and $600 for employees who are enrolled with their spouse and/or dependents, voluntary supplemental health plans for Accident and Hospital Indemnity coverage, and infertility coverage are options available for employees to set aside pre-taxed dollars for certain qualifying expenses. We offer a very generous 401k matching contribution program with the opportunity to defer pre-tax and Roth contributions, as well as catch-up contributions for those who are eligible! We are proud to offer a competitive paid leave program consisting of vacation, sick, and personal time, as well as paid holidays, up to 3 weeks of paid parental leave during a 12-month period , and up to 5 days of paid military leave per calendar year . Vacation time will accrue based on length of service, and new full-time hires can accrue up to 13 days of vacation and up to 10 days of sick time per year. On an annual basis, new employees may use up to 32 hours of accrued sick time as personal time. Additionally, the Clearinghouse observes at least 15 paid holidays per year, including company year-end close between Christmas and New Years Holidays. Another perk is that employees have the option to get reimbursed for basic wholesale company and roadside assistance memberships (e.g., Costco and AAA) and to request a buy back on portions of unused accrued vacation based on tenure and certain other qualifications. Employees can further their education and professional development by using our Employee Education Assistance Program, which establishes reimbursement for qualified education expenses upon successful completion of the program, and leveraging the enterprise-wide LinkedIn Learning subscription. There are additional employee benefits too, including but not limited to, mental health with up to eight free therapy sessions for employees and their family members and well-being reward benefits. With the Clearinghouse being an eligible 501(3)(c) nonprofit organization, employees are eligible for service credit towards the Public Service Loan Forgiveness program (PSLF). To find out more, please request a copy of our Benefits at a Glance! Additionally, we reasonably believe that the salary range for this position is between $104,478 and $135,000. The pay range listed above represents a good faith estimate and is not a guarantee of compensation or salary. The National Student Clearinghouse considers multiple factors when determining base pay for offers, including but not limited to the responsibilities and scope of the role, as well as a candidate’s experience, education, knowledge, skills, abilities, internal equity, and alignment with market data. Internal Candidates: If you feel you meet the qualifications for the role, we strongly encourage you to apply and focus on preparing for the application process. Finalist internal candidates will receive a compensation review prior to any offer being made. In accordance with the Clearinghouse’s compensation and promotion guidelines, internal compensation practices will be applied first, which may result in pay that differs from the posted salary range. This job announcement was posted to the National Student Clearinghouse’s Careers site at www.studentclearinghouse.org/careers via ClearCo on 9/29/2026 and the online application period will be open for at least 3 days from this posting date. A completed online application is required to be considered for this opportunity. Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities: The National Student Clearinghouse is proud to be an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status (or known to have a spousal, family, business, social or other relationship or association with a protected veteran), sexual orientation, genetic information, arrest record, natural hairstyle, or any other characteristic protected by applicable federal, state, or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment. Pay Transparency Notice : The National Student Clearinghouse is a federal contractor that abides by all applicable equal opportunity laws and regulations. Under these laws, companies doing business with the federal government must provide applicants and employees with certain policies, including the following information. The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

Requirements

Must-haves

This position reports to the Managing Director, Human Resources in the People Experience Solutions (PES) Division.
Demonstrate the Clearinghouse's core competencies: Customer Focus, Optimizes Work Processes, Collaborates, Communicates Effectively, and Be Open and Authentic.
HRMS Administration and Support
Serve as primary administrator and subject matter expert for the organization’s HRMS and related Total Rewards systems, including payroll, time and attendance, recognition, retirement, and benefits platforms.
Lead and maintain system configurations, workflows, security roles, business rules, integrations, data feeds, and system access to ensure performance, security, confidentiality, and data integrity.
Coordinate system testing, upgrades, patches, implementations, and new functionality; troubleshoot complex system and data issues through resolution, end-to-end.
Manage HRMS transactions across the employee lifecycle, including hires, job and compensation changes, transfers, leave, organizational changes, and terminations.
Payroll Administration and Operations
Review and process payroll transactions, including earnings, deductions, benefits, taxes, garnishments, adjustments, and employee status changes.
Establish payroll quality controls, perform audits and reconciliations to identify and resolve discrepancies before payroll is finalized. Maintain accurate payroll records, approvals, and documentation.
Process and complete required post-payroll activities, including retirement and HSA/FSA contribution processing.
Partner with Finance to support payroll funding, accounting, reconciliations.
Process vendor invoices and ensure timely payments are processed, as assigned.
Time and Attendance
Administer and maintain the time and attendance process and system, including time capture, scheduling, attendance, leave processes, pay rules, and related configurations.
Reconcile timekeeping data and resolve discrepancies that may affect payroll processing, in partnership with HR, managers, and employees. Ensure and support adherence of related policies.
Monitor compliance with company policies and applicable federal, state, and local wage-and-hour requirements.
Provide user support, training, job aids, and guidance on timekeeping policies, processes, and system functionality.
Lead or support time and attendance implementations, upgrades, and optimization efforts to improve functionality, adoption, and efficiency.
Data Management and Reports
Maintain accurate and timely employee data throughout the employee lifecycle and establish regular audits to ensure data standards and integrity across HR and payroll systems.
Monitor interfaces, integrations, data feeds, and vendor file exchanges to ensure complete, accurate, and timely data transmission.
Support data privacy, audit, and control requirements, including internal and external audits related to HR, benefits, payroll, and systems.
Develop and maintain reports, dashboards, queries, and data exports for HR, Finance, leadership, regulatory requirements, and business decision-making.

Nice-to-haves

None flagged.

Application prep

Use the role’s language and application details while tailoring your materials.

Keywords to mirror

sql

Platform: clearcompany
Effort: medium

Benefits

Benefits detected in the listing.

Dental

Vision

401k

Parental Leave

Professional Development