AP Professionals of WNY
March 9, 2023
Buffalo, United States
Job Type


Payroll Specialist Job Description


Position: Payroll Specialist – Full Time

Grade: 2

Reports to: Accountant

Hours per week:

Responsible for the timely and accurate processing of the our payrolls and benefits in an efficient, accurate and confidential manner


Payroll processing and management:

  • Process payroll accurately using ADP Workforce Now (ADP) to include payroll entry, payroll reconciliation and verification to ensure
  • Maintain current, and create new business controls and audit trails for all payroll transactions
  • Prepare all payroll calculations for salary increases, bonuses, hourly pay, etc. in accordance with instructions given
  • Work closely with the Human Resource Office (HR) to ensure all updates for the following are input in ADP: salary changes, withholdings and deductions, long term disability for salary changes, termination of employees, garnishments, rates for benefit withholdings according to rate changes, etc. Notify HR if updates are needed. Manage any stipends and one time/periodic changes outside of ADP via a payroll grid to be imported into ADP
  • Develop a good understanding of the company policies, regulations, departments, etc. to ensure compliance relating to processing of payroll, paid time off , benefits and the posting of payroll to the general ledger
  • Prepare voucher request forms and calculations for manual checks to be submitted for payment and update in ADP
  • Review quarterly and annual payroll processing
  • Calculate and update W-2 information in ADP per IRS compliance (i.e. - Greater term life, health value, pension)
  • Calculate and prepare each semester overload and adjunct pay full-time faculty and part-time adjuncts and send agreements
  • Attend ADP Workforce Now training sessions
  • Responsible for review of all messages received in the ADP message center and act on accordingly
  • Update and maintain all Vacation, Sick, Personal (VSP) time in ADP
  • Provide service to employees regarding day to day questions on their pay received, VSP, etc. with support of Human Resource (HR) and Finance as
  • Provide support to HR and Finance with projects
  • Post Third Party Sick Pay in ADP and reconcile ADP to Third Party Reports
  • Manage benefit invoices to include obtaining HR approval, reconciling to payroll and submitting for payment
  • Quarterly review of benefit invoices against payroll to ensure that all employees on benefits are correct and bring any discrepancies to the attention of HR
  • Prepare and process Canadian payroll


Accounting assistance:

  • Prepare Workers Comp report for annual audit
  • Prepare quarterly Accrued pay calculation and General Ledger entry


  • Pension contributions prepared bi-weekly and enter into Voya
  • Student Clubs and Student Emergency Fund review
  • Grant timesheets prepared and sent for signatures and stored for audit
  • Assist as need with quarterly payroll, pension, and benefit review and audits


Minimum Qualifications:

  • At least 2 – 3 years payroll experience
  • Associates degree in a business related field
  • Proficient computer skills in MS Excel, Word and Outlook
  • Strong working knowledge of payroll practices and labor & compliance guidelines
  • Meticulous attention to detail, self-motivated to manage multiple priorities and time sensitive deadlines efficiently
  • Strong communication, organization of tasks and customer service skills
  • Team and goal oriented

Preferred Qualifications:

  • Bachelor’s degree in a business related field
  • ADP Workforce Now experience




Payroll prep and processing Payroll calculations

VSP/SAP entry and management

Prepare and process Pension contributions to Voya Payroll and G/L Reporting



Benefit Invoice preparation for payment

Student Clubs and Student Emergency Fund review Preparation and payment of Canadian Payroll



Accrued Pay

Third Party Sick Pay


Per Semester

Preparation and processing of overload and adjunct pay. Send Agreements to faculty



Grant timesheets prepared and sent for signature and stored for audit



Workers Comp Audit

Year End Payroll preparation and reporting ADP Training

Compliance Training



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