Payroll Administrator

Harter, Secrest Emery LLP•City of Rochester, NY

4h•$65,000 - $80,000

About The Position

Harter Secrest & Emery LLP is seeking a Payroll Administrator to join its Finance and Human Resources groups. The role works closely with both teams to ensure accurate and timely payroll processing, compliance with payroll and benefit regulations, and support for attorneys and staff across the firm. Responsibilities include administering multi-state payrolls, maintaining payroll systems and records, coordinating with vendors and internal partners, and producing payroll, workforce, and benefits reporting.

Requirements

A BS in Finance, Accounting, or a related discipline and five to seven years of progressively responsible experience in payroll management and processing, employee benefits and pension plan administration, and report generation and development; or an equivalent combination of education, experience, and/or professional certifications.
Demonstrated experience administering payroll across multiple states and jurisdictions, including employee tax setup, state registrations, withholding requirements, and compliance reporting.
Ability to maintain strict confidentiality and exercise discretion with sensitive payroll, compensation, and employee information.
Thorough knowledge of accepted payroll and financial management principles and practices.
Strong knowledge of state and federal human resources laws, standards, and practices as they relate to payroll and benefits processes.
Strong proficiency in Microsoft Excel, including recurring use of advanced formulas and pivot tables; working knowledge of Microsoft Word and Outlook.
Proficiency with payroll and financial management software applications.
Strong analytical, critical-thinking, organizational, and problem-solving skills; proactive approach and ability to manage multiple priorities and varying deadlines.
Strong verbal and written communication skills and attention to detail.
Strong interpersonal and customer service skills and ability to work effectively with firm partners, employees, third-party vendors, and Finance and Human Resources teams.

Nice To Haves

Experience in a legal or professional services organization.
Familiarity with ADP.

Responsibilities

Administer multi-state payroll processing and employee setup, including state and local tax withholding, unemployment insurance reporting, work location assignments, and compliance with applicable regulations; research and apply jurisdiction-specific requirements for remote workers.
Enter, analyze, and process voluntary deductions, benefit and rate changes, and other time-sensitive data for complex biweekly, semi-monthly, and monthly payrolls.
Serve as the primary contact with payroll vendors and liaise with internal partners to ensure proper payroll configuration and ongoing compliance.
Review employee time and attendance records for accuracy and follow up with employees and supervisors as needed.
Maintain and update payroll systems, review and address payroll tax notices, and work with Human Resources staff on related HRIS management.
Manage detailed retirement plan deferral reporting to ensure accurate funding and provide information to the retirement plan provider for annual compliance testing.
Produce and maintain monthly, quarterly, and annual workforce reports and analytics, including headcount, overtime, and ACA compliance reporting.
Prepare employee benefits reports and contribution data, including for health insurance and leave-of-absence programs; obtain disability provider reports to ensure accurate and timely recording of benefit payments.
Collaborate with Human Resources colleagues to maintain accurate employee and payroll system records, including new-hire, termination, leave, PTO accrual, and disability documentation.
Assist external auditors with payroll and benefit plan calculations and workers’ compensation matters.