Payroll Manager

The Payroll Manager is responsible for the accurate and timely processing of semi-monthly and bi-weekly payrolls across a multi-entity, multi-state company. This role serves as the primary subject matter expert for ADP Workforce Now and partners closely with HR Operations, Finance, and other stakeholders to ensure compliance with federal, state, and local wage and hour requirements across a complex telehealth workforce.

About Talkiatry

Talkiatry is transforming mental health care by making high-quality psychiatry more accessible, human, and sustainable for both patients and clinicians. Co-founded by a patient and a triple-board-certified psychiatrist, we were built to solve one of healthcare’s most urgent challenges: millions of people struggle to access mental health care, while clinicians face growing administrative burden and burnout. Through our technology-powered, in-network platform, we’re changing that, creating a better experience for patients and empowering clinicians to focus on delivering exceptional care.

Today, Talkiatry is the largest dedicated psychiatry practice in the U.S., with 750+ psychiatrists, 250+ therapists, and more than two million patient visits delivered nationwide. At our scale, every innovation has real impact. Every workflow we improve, every technology solution we build, and every patient experience we redesign helps thousands of clinicians provide better care to hundreds of thousands of patients. We’re not just growing quickly — we’re redefining how behavioral healthcare is delivered in America.

Joining Talkiatry means joining a mission-driven team that is solving complex problems at scale, driving meaningful change in healthcare, and building the future of mental health care with compassion, innovation, and purpose.

You Will:

Payroll Processing & Administration

• Own end-to-end semi-monthly, bi-weekly, and off-cycle payroll processing for all active employees across Talkiatry's multi-entity structure using ADP Workforce Now.

• Ensure accurate setup and maintenance of earnings codes, deduction codes, pay groups, cost centers, and company codes within ADP WFN.

• Coordinate with HR Operations and Finance to reconcile payroll data prior to each payroll close, including FTE changes, new hires, terminations, and comp adjustments.

• Process manual checks, voids, and reversals as needed; ensure proper documentation and audit trail for each off-cycle event.

• Manage garnishment orders, child support withholding, and tax levies in partnership with ADP Smart Compliance.

• Administer incentive compensation payouts, bonus calculations, and equity-related payroll entries in alignment with Finance and Total Rewards.

Multi-State Tax & Compliance

• Maintain accurate state and local tax registrations and withholding configurations across all active employee work locations; partner with ADP Tax Filing Services to resolve discrepancies.

• Monitor nexus exposure and coordinate with Finance and Legal when employees establish presence in new jurisdictions.

• Ensure compliance with multi-state wage and hour laws, including minimum wage updates, overtime rules, final pay deadlines, and pay frequency requirements.

• Manage year-end processes including W-2 production, W-2c corrections, and ACA 1095-C configuration within ADP WFN; coordinate with the HR Tech & Benefits team on ACA measurement period data.

• Support multi-state leave pay integrations.

ADP Workforce Now System Administration

• Serve as functional system administrator for payroll-related modules within ADP WFN, including Employee Maintenance, Payroll, Time & Attendance, and Smart Compliance.

• Build and maintain custom payroll reports, audit queries, and reconciliation templates within ADP Report Writer and Workforce Now Analytics.

• Troubleshoot ADP system issues; liaison with ADP Client Services and escalate to ADP Dedicated Support as warranted.

Finance & Accounting Partnership

• Prepare and deliver payroll journal entries, labor distribution reports, and payroll accrual schedules to Finance for each pay period.

• Reconcile payroll liability accounts monthly and resolve variances in coordination with the Accounting team.

• Support internal and external audits by providing payroll records, tax filings, and supporting documentation in a timely manner.

• Assist with budgeting and forecasting by providing headcount cost models, overtime trend data, and comp change impact analyses.

Overpayment Recovery & Wage Compliance

• Administer employee overpayment recovery processes in compliance with applicable state wage payment laws, including NY Labor Law Article 6 and similar statutes.

• Draft repayment agreements and coordinate with Legal when recovery involves complex multi-state or contractual considerations.

• Monitor and enforce compliance with any incentive compensation clawback provisions in coordination with Total Rewards.

Team Collaboration & Process Improvement

• Partner with HR Operations, HRBPs, and People leadership to ensure payroll processes support the employee lifecycle from offer through offboarding.

• Document and maintain payroll SOPs, process guides, and compliance calendars within the HR Ops knowledge base.

• Identify opportunities to streamline payroll workflows, reduce manual intervention, and improve data integrity between ADP and connected systems.

• Provide payroll-related guidance and education to employees and managers; respond to Jira Service Management payroll tickets within established SLA targets.

You Have:

Required

• 5+ years of payroll management experience, including direct responsibility for processing multi-state payroll for 300+ employees.

• Expert-level proficiency in ADP Workforce Now, including payroll processing, Smart Compliance, tax setup, and Workforce Now Reporting.

• Working knowledge of federal and multi-state wage and hour law, including FLSA, state final pay rules, garnishment compliance, and payroll tax registration requirements.

• Experience with year-end W-2 and ACA 1095-C processes within ADP WFN.

• Strong Excel skills for payroll reconciliation and data analysis; experience with payroll journal entries and accounting fundamentals.

• High degree of accuracy, discretion, and confidentiality with sensitive compensation and employee data.

Preferred

• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) credential.

• Experience in a healthcare, telehealth, or multi-entity organization with exempt and non-exempt employee populations.

• Experience administering leave pay offsets (NY DBL, NY PFL, NJ TDI, CA SDI, Unum STD) within payroll.

• Exposure to incentive compensation, variable pay, or physician compensation models.

• Experience with Jira Service Management or similar ticketing platforms for HR/payroll request intake.

Why Talkiatry:

• Top-notch team: we're a diverse, experienced group motivated to make a difference in mental health care

• Collaborative environment: be part of building something from the ground up at a fast-paced startup

• Excellent benefits: medical, dental, vision, effective day 1 of employment, 401K with match, generous PTO plus paid holidays, paid parental leave, and more!

• Grow your career with us: hone your skills and build new ones with our Learning team as Talkiatry expands

• It all comes back to care: we’re a mental health company, and we put our team’s well-being first

Talkiatry participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. only after a job offer is accepted and Form I-9 is completed. For more information on E-Verify, please visit the following: EVerify Participation & IER Right to Work.

At Talkiatry, we are an equal opportunity employer committed to a diverse, inclusive, and equitable workplace and candidate experience. We strive to create an environment where everyone has a sense of belonging and purpose, and where we learn from the unique experiences of those around us.

We encourage all qualified candidates to apply regardless of race, color, ancestry, religion, national origin, sexual orientation, age, citizenship, marital or family status, disability, gender, gender identity or expression, pregnancy or caregiver status, veteran status, or any other legally protected status.