Payroll Specialist

  • Job Tracking ID: 512714-705308
  • Job Location: DEPEW, NY
  • Job Level: Any
  • Level of Education: Any
  • Job Type: Full-Time/Regular
  • Date Updated: October 01, 2019
  • Years of Experience: Not Applicable
  • Starting Date: ASAP

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Job Description:







Performs the processing and timely delivery of assigned payrolls via the electronic payroll system. Ensures payrolls are in compliance with federal and state laws and regulations (FLSA, IRS). Creates and maintains required records and reports. Responsible for electronic payroll system maintenance and updates.




Reports to the Chief Financial Officer ("CFO").




Payroll Responsibilities

  • Perform weekly payroll processing in Agency’s payroll system
    • Download and review all time cards to ensure completeness
    • Complete review of all Salaried time cards to review for any unpaid hours
    • Process and upload all Fee For Service time cards
    • Processes day care deductions
    • Completes change of status for terminations within the payroll system
    • Calculates blended overtime rates
    • Processes cell phone and mileage reimbursements
    • Reconciles all hours worked during the payroll period
    • Processes any manual payroll checks
    • Uploads 401k information to third party provider
    • Accept delivery of payroll checks for proper distribution to employees
    • Maintains payroll information by maintaining systems; directing the collection, calculation, and entering of data.
    • Updates payroll records by reviewing and approving changes in exemptions, insurance coverage, savings deductions, and job titles, and department/ division transfers.
    • Pays employees by directing the production and issuance of paychecks or electronic transfers to bank accounts.
    • Prepares reports by compiling summaries of earnings, taxes, deductions, leave, disability, and nontaxable wages.
    • Determines payroll liabilities by approving the calculation of employee federal and state income and social security taxes, and employer's social security, unemployment, and workers compensation payments.
    • Balances the payroll accounts by resolving payroll discrepancies.
    • Provides payroll information by answering questions and requests.
    • Maintains payroll guidelines by writing and updating policies and procedures.
    • Complies with federal, state, and local legal requirements by studying existing and new legislation; enforcing adherence to requirements; advising management on needed actions.
    • Creates and generates payroll and financial reports using Business Intelligence
    • Reviews monthly bills ensuring all active participants appear, terminated employees removed, appropriate charges and changes are reflected. Submits to AP clerk for processing
    • Maintains employee confidence and protects payroll operations by keeping information confidential.
    • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
    • Contributes to team effort by accomplishing related results as needed.
    • Run, review for errors or omissions and make needed
    • Prepare work papers and reconciliations as requested by external auditors.
    • Interact with external auditors in completing audits.
    • Provide financial information for other departments and agencies.
    • Assist the Finance Department with intermittent and end of the year Audits.
    • Backup to other Finance Department positions as needed.
    • Consistently comply with all agency policies and procedures.
    • Consistently maintain high professional standards at work with regard to personal behavior and interaction with other staff.
    • Perform other duties as requested by the CFO.







Experience and Skills:



  • High level of oral and written communication.
  • High level of interpersonal skills.
  • High level of attention to detail.
  • Organize work and set priorities to meet deadlines.
  • Be an effective team member.
  • Ability to provide accurate information and data in a timely manner.
  • Ability to work under pressure.
  • Plan, initiate and complete work assignments with a minimum of direction.
  • Knowledge of financial, spreadsheet, and word-processing

software, including Word, Excel, general ledger and other databases.

  • Ability to write business correspondence. Ability to effectively present information and respond to questions from employees, clients, and customers.
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
  • Ability to define problems, collect data, establish facts, draw valid conclusions and recommend effective solutions.




Minimum: An Associate’s degree (two-year program or two to three years of College) or equivalent formal training.


Preferred: Bachelor’s Degree in related field. Proficiency in Ultipro and Business Intelligence reporting is required



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