Position Details

Senior Employee Benefits & Payroll Specialist

Pay Range: $24.75 - $30.25 per hour.

FLSA Status: Non-Exempt

Location: 899 Main Street Buffalo, NY 14203 (In Office)

SUMMARY OF DUTIES

The Senior Benefits & Payroll Specialist is responsible for advanced payroll and benefits execution, complex case management, and compliance-driven processing. This role maintains partial ownership of payroll and benefits workflows, ensures regulatory compliance, resolves escalated issues, and supports cross-functional coordination with HR, Finance, third-party administrators, and vendors.

The position requires strong technical expertise, independent judgment, high accuracy, and strict confidentiality. The Senior Benefits & Payroll Specialist is also responsible for delivering accurate, timely, and empathetic support to employees on payroll and benefits inquiries, while ensuring compliance and a positive employee experience.

POSITION RESPONSIBILITIES

Payroll Administration

  • Process biweekly payroll end-to-end in HRMS, ensuring accuracy and timeliness.
  • Review and resolve timekeeping exceptions, including overtime, shift differentials, premium pay, and meal break compliance.
  • Validate all pay-impacting HR transactions (hires, transfers, terminations, leave returns, compensation changes).
  • Calculate and process retroactive pay adjustments and off-cycle corrections.
  • Administer wage garnishments and levies in accordance with legal requirements.
  • Coordinate final pay calculations and PTO payouts in compliance with policy and law.
  • Oversee paycheck distribution and payroll communication.
  • Maintain payroll audit documentation and internal controls.

Benefits & Deduction Operations

  • Calculate, upload, and reconcile biweekly benefit contributions.
  • Manage and process staff loan repayment programs
  • Process and reconcile retirement loan repayments.
  • Conduct eligibility audits and dependent verification reviews.
  • Reconcile payroll deductions to carrier invoices and investigate over/under deductions.
  • Process retroactive benefit corrections and enrollment adjustments.
  • Support monthly benefit billing review and invoice reconciliation.
  • Coordinate enrollment corrections and escalated issues with carriers and brokers.

Retirement Plan Administration

  • Administer 401(k), Roth, Safe Harbor, and Profit Sharing plans.
  • Perform payroll tie-outs and coordinate with retirement vendors to ensure funding accuracy.
  • Manage auto-enrollment processes and compliance deadlines.
  • Process salary deferral elections and contribution changes.

Leave & Workers' Compensation Administration

  • Coordinate leave updates with third-party administrators (TPAs).
  • Manage benefit premium impacts and deduction adjustments during leave periods.
  • Support Workers' Compensation claim intake, documentation tracking, and return-to-work coordination.
  • Participate in quarterly Workers' Compensation reviews and reporting.
  • Maintain and distribute active leave of absence trackers to payroll and leadership as requested.

Compliance & Documentation

  • Ensure required federal and state notices are issued accurately and timely.
  • Maintain documentation standards, audit trails, and regulatory compliance records.
  • Track and manage biweekly, monthly, and annual reporting requirements.
  • Support year-end processing, including but not limited to W-2 and 1095-C preparation and validation.

Reporting & Systems Support

  • Produce biweekly and ad hoc payroll and benefits reports.
  • Provide end-user support in the HRMS for benefits, payroll, and timekeeping related items.
  • Maintain and update benefits resources and documentation on the intranet/SharePoint.

Other

  • Identify discrepancies, root causes, and recommend operational improvements in both payroll and benefits processes.
  • Travel within Western New York as needed to attend meetings, give presentations, participate in benefit enrollment fairs, or support department-specific events.

QUALIFICATIONS

  • High School Diploma or GED required; Associate's or Bachelor's degree in Human Resources or Business, preferred.
  • 3-5 years of payroll and benefits experience with hands-on, end-to-end payroll processing.
  • Working knowledge of payroll and benefits concepts and procedures, including but not limited to: wage and hour laws, payroll taxes, garnishments, COBRA, HIPAA, ERISA, ACA reporting, benefits administration, workers compensation processes, retirement plans, and FMLA/NYS PFL/DBL.
  • Proficiency with using HRIS/payroll systems and an advanced excel skillset.
  • Ability to maintain strict confidentiality and discretion.
  • Strong analytical ability, attention to detail, and problem solving skills.
  • Ability to manage deadlines independently and proactively in a fast paced environment.
  • Effective communication and solution-focused customer service skills.
  • Ability to travel to different agency locations to provide employee support.