Payroll Processing Specialist - Hybrid Work Schedule

Rochester, NY


Exercising knowledge of University policy and procedures, performs non-routine and complex work associated with payroll operations, processing, reporting, troubleshooting, analysis, and reconciliation of payroll for 30,000 employees. The work is characterized by a high degree of professional judgment, integrity, confidentiality, communication skills, and initiative. Manages multiple priorities using problem-solving skills, communication skills, mathematical, and organizational skills to meet strict deadlines. Must follow written procedures, policies, and interpret and adjust for variations using independent judgment and self-directed action. Organization as well as understanding and execution of situation-appropriate workload prioritization are required. Independently performs functions with a high degree of autonomy and will independently analyze work of diverse scope and determine solutions. Independent judgement, strong attention to detail, and advanced payroll knowledge with experience with a multi-state and/or in-house payroll are required for success in this position.


  1. Administers payrolls and maintains knowledge in accordance with University policies, procedures, collective bargaining agreements, and statutory/regulatory requirements. Calculates salary adjustments, overpayments, leave payments, research and analyze discrepancies, and process appropriate corrections. Calculates and processes off-cycle checks as requested.

  2. Ensures accurate accounting and reporting on all payroll related data and maintains payroll integrity through multiple reports and data analysis. Prepares and maintains various payroll, financial, and statistical records to calculate and process accurate payroll transactions. Performs difficult or complex financial support work by reviewing and reconciling varied reports, computer generated materials and related data. Creates and maintains varied spreadsheets, reconciliation reports and information include reviewing payroll data and documents for inefficiencies and errors. Maintains departmental certificated payroll financial records and transactions related to payroll, data uploads, deductions, overpayments, leaves, tax withholding, retro pay, and extra compensation.

  3. Analyzes payroll data for audit, reporting, policy, and compliance purposes and ensure conformity to internal controls. Identify systemic issues and ensure compliance with regulations. Maintains and archives payroll data and records in compliance with data protection and university record retention guidelines.

  4. Develop process improvements and document payroll processes and procedures. Develop tools for Payroll Processing Specialist to enhance payroll processing activities. Manage team workflow to ensure processing is accurate and timely. Assist in troubleshooting and resolving processing issues. Acts as liaison between payroll department and HRMS Project Team to ensure payroll staff understanding of payroll system requirements and revisions. Works closely with payroll staff in identifying need for system revisions and analyze results of system changes.

  5. Audits time and labor transactions to determine appropriateness and accuracy of time reporting and reporting codes for days/hours worked ensuring compliance with University policies. Audits rejected hours for inactive employees and determine if hours are appropriate, work with timekeepers to close entries and pay individuals that require payment. Prepares complex calculations for blended overtime rates for individuals with multiple employment records. Researches leave accrual discrepancies and updates time & labor with corrections. Produces unapproved time report and contact timekeepers to approve prior to the production of payroll. Audits employee transfers to determine if vacation or PTO payouts are due to employee. Trains/assists timekeepers on time and labor approval (review, changes, exceptions, scheduling and reporting. Counsels timekeepers on consequences or retroactive deletions or entries to the time and labor system. Ensures they are aware of overpayments and/or underpayments, tax adjustments and effects on employees pay that will occur with such entries.

  6. Consults and counsels as a subject matter expert faculty, staff, and students in regards to University policies, procedures, and payroll issues, such as retirements, taxes, deductions, and vacation/sick time. Effectively communicates impact of these events on paycheck. Responds to requests for documents, such as pay statements and W-2 forms.

  7. Participates in projects as assigned by Payroll Manager/Assistant Payroll Manager. Provides training to departmental staff regarding systems, processes, policies and procedures.

  8. Audits and approves payroll related data/forms submitted by HR Service Center, Leave Administration, Labor Relations and University departments to ensure accuracy of information processed in HRMS.


Associate's degree required. 3-5 years of experience required or equivalent combination of education and experience. On-the-job experience with personal computer applications required; PeopleSoft/HRMS/Workday preferred. FPC/CPP preferred.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Location: Central Administration
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 008 Payroll & Tax - Finance
Schedule: 8 AM-4:30 PM