Human Resources - Payroll Specialist

Summary: 

The Payroll Specialist is responsible for the accurate and timely processing of bi-weekly payroll for approximately 900+ individuals using PRISMHR. This position will process payroll for staff employees, faculty, adjunct faculty, and individuals receiving payment for services performed, as well as payroll for Vital Services. The Payroll Specialist works in a fast-paced, high-volume environment and is responsible for processing, auditing, and reconciling payroll while ensuring compliance with applicable federal, state, and local laws, regulations, collective bargaining agreements, and organizational policies.

The Payroll Specialist coordinates and processes payroll-related actions, including new hires, employee status changes, salary and compensation changes, terminations, deductions, year-end processing, time and attendance information, benefit information, payments for services performed, and Vital Services payroll. The position serves as a resource to employees, faculty, adjuncts, managers, and other personnel by responding to payroll-related questions and providing knowledgeable, timely, and professional customer service.

Responsibilities: 

• Prepare, process, audit, and finalize bi-weekly payroll in PRISMHR for approximately 900+ staff employees, faculty, adjunct faculty, and individuals receiving payment for services performed.
• Process and maintain payroll for Vital Services, ensuring accurate and timely payment in accordance with established procedures and requirements.
• Review payroll for accuracy, including regular and supplemental earnings, stipends, additional compensation, deductions, taxes, benefits, garnishments, and other payroll adjustments.
• Support administration of the University’s 403(b) retirement plan as it relates to payroll, including assisting employees with 403(b)-related questions, verifying that employee contribution elections and payroll deductions are accurate, monitoring contributions for accuracy, researching and resolving discrepancies, coordinating with the retirement plan provider as needed, and assisting with retirement plan reporting, reconciliations, and audits.
• Enter and maintain employee benefit information into the PRISMHR system, including benefit elections, deductions, changes, and terminations, and ensure benefit information is accurately reflected in payroll.
• Process payments for services performed and ensure appropriate documentation and approvals are received prior to payment.
• Process payroll-related employee transactions, including new hires, status changes, salary changes, compensation changes, terminations, direct deposit changes, and other employee record updates.
• Provide timely, accurate, and professional payroll and HR customer service to employees, faculty, adjuncts, managers, and other personnel.
• Review and process time and attendance information and assist with related system updates and corrections.
• Maintain accurate and confidential payroll and employee records in accordance with applicable retention requirements.
• Process and maintain employee changes, including name, address, tax withholding, direct deposit, and other payroll-related information.
• Coordinate the termination process and ensure appropriate payroll and employee records are updated.
• Monitor and manage the electronic payroll mailbox, responding to payroll-related inquiries, requests, and documentation in a timely manner and directing questions to the appropriate department or vendor when necessary.
• Administer payroll requirements associated with applicable union contracts and ensure payroll practices are consistent with contractual provisions.
• Monitor and process payroll-related leave information, including disability, Paid Family Leave (PFL), FMLA, and workers’ compensation, as applicable.
• Complete employment verifications and respond to employment verification requests.
• Manage unemployment claims and provide required information and documentation.
• Monitor and remain current on federal and New York State payroll laws, regulations, and requirements.
• Complete month-end payroll reporting, reconciliations, and audits, including direct deposits, benefits, retirement contributions, and garnishments.
• Prepare and distribute payroll reports and complete ad hoc reporting as requested using PRISMHR.
• Responsible for completing and submitting required IPEDS (Integrated Postsecondary Education Data System) payroll and human resources reporting, including gathering, reviewing, and reconciling required data and ensuring reports are accurate and submitted by established deadlines.
• Assist with year-end payroll processing, including reconciliation and review of W-2 information and other year-end requirements.
• Process and reconcile payments related to payroll, benefits, services performed, retirement contributions, and other payroll-related obligations.
• Assist with payroll and 403(b) audits and provide supporting documentation as needed.
• Identify payroll discrepancies, research issues, and make appropriate corrections in a timely manner.
• Maintain payroll procedures and assist with developing and updating payroll training materials and documentation.
• Maintain a high degree of confidentiality when handling payroll, employee, faculty, adjunct, benefits, retirement plan, Vital Services, and other sensitive information.
• Assist with the coordination and implementation of payroll system updates and process improvements.
• Assist with various research projects and special projects as assigned.
• Support the HR department with projects and initiatives as needed.
• Perform other duties as assigned.

Qualifications: 

Education: 

• Associate degree in Accounting, Business Administration, Human Resources, or a related field required.
• Bachelor’s degree in a related field preferred.
• Equivalent combination of education and relevant payroll experience may be considered. 

Experience:

• 2–3 years of payroll processing experience required.
• 2–3 years of progressively responsible experience in payroll, accounting, human resources, or a related field.
• Experience with high-volume, multi-department payroll preferred.
• Experience with an HRIS/payroll system required; PRISMHR experience preferred.

Skills & Abilities: 

• Proficiency in Microsoft Excel, including experience using formulas, functions, sorting, filtering, data validation, and spreadsheets to analyze, reconcile, and audit payroll and employee data.
• Strong knowledge of payroll principles, practices, and applicable federal and New York State payroll requirements.
• Working knowledge of wage and hour requirements and payroll-related regulations.
• Experience interpreting and applying collective bargaining agreement provisions as they relate to payroll preferred.
• Excellent attention to detail and accuracy.
• Strong analytical, problem-solving, and organizational skills.
• Ability to work independently, prioritize multiple responsibilities, and meet strict payroll deadlines in a high-volume environment.
• Excellent verbal and written communication skills with a professional and service-oriented demeanor.
• Strong customer service skills and the ability to effectively communicate payroll information to employees, faculty, adjuncts, and managers.
• Ability to handle confidential and sensitive information with discretion and maintain a high degree of confidentiality.
• Demonstrated ability to research payroll issues, identify discrepancies, and follow through to resolution.
• Self-motivated, dependable, and able to work collaboratively with HR, Finance, managers, faculty, and employees.
• Ability to adapt to changing laws, regulations, policies, and payroll processes

Physical & Environmental: 

• Work is primarily performed in a normal office environment.
• Frequent use of a computer, keyboard, and other standard office equipment.
• Must be able to sit and work at a computer for extended periods.
• Must be able to occasionally bend, twist, stoop, and reach.
• Must be able to lift up to 25 pounds from floor level.
• Must be able to lift and maneuver a standard file box for archival purposes.
• Ability to communicate effectively in person, by telephone, and electronically.
• Requires the ability to maintain concentration and accuracy while working under deadlines and with confidential information

Work Remotely - No

Work Location: Buffalo, NY

Job Type: Full-time, Exempt

Pay: $55,000.00 - $65,000.00 Annually

Additional Salary Information

The salary range reflects our good faith and reasonable estimate of the possible compensation at the time of posting, the role and associated responsibilities, and the experience, education, and training of the selected candidate.

About D'Youville University: 

Shaping the Future of Education at D'Youville University

D’Youville University, a nationally ranked private university in Buffalo, New York, is transforming lives through a unique blend of academics and holistic development. Committed to promoting a health mind, body, and spirit, D’Youville empowers individuals to realize their potential, thrive in their careers, and make meaningful contributions to society.

  A Dynamic and Purpose-Driven Community

Located on Buffalo’s vibrant West Side, just blocks from a bustling downtown, D’Youville University is deeply embedded in an energetic, diverse urban landscape. Under the visionary leadership of President Lorrie Clemo, the university is undergoing an exciting evolution, with innovative initiatives designed to meet societal needs, elevate student experiences, expand career readiness, and solidify our role as a leader in 21st-century education.

A Place for Growth and Innovation

D’Youville University offers education across health sciences and business, with a range of degree levels, advanced certificates, accelerated paths, and community-engaged learning experiences. Our dedication to preparing students for successful careers is showcased in our national ranking for social mobility making us the top private university in the City of Buffalo.

Why Work with Us?

As a D’Youville University Saint, you’ll be joining a collaborative, innovation-driven community committed to academic excellence, social responsibility, and transformative growth. When you join our team, you’ll have the opportunity to contribute to a university making a real difference—for our students, our community, and our world. Explore the possibilities at dyu.edu.

All job offers are contingent upon legal authorization to work in New York State as determined by the NYS Department of Labor.