Payroll Processing Coordinator

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

175 Corporate Woods, Rochester, New York, United States of America, 14623

Opening:

Worker Subtype:
Regular

Time Type:
Full time

Scheduled Weekly Hours:
40

Department:
100992 Payroll & Tax - Finance

Work Shift:
UR - Day (United States of America)

Range:
UR URG 108 H

Compensation Range:
$25.14 - $35.24

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities:

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 skills, and organizational skills to meet strict deadlines. Work is self-directed, and the position is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.. Exercises appropriate independent judgment and will respond to requests from internal and external users of employee data. Trains and mentors payroll team members, as necessary.

ESSENTIAL FUNCTIONS

- Administers payroll operations using Workday Payroll and UKG Timekeeping, ensuring accuracy and compliance with University policies, procedures, collective bargaining agreements, and all statutory/regulatory requirements. Performs retroactive pay analysis for both supported and unsupported transactions within Workday, ensuring accurate adjustments and timely resolution. Prepares and reviews salary adjustments, leave-related payments, and overpayments, administering corrective actions in alignment with New York State Department of Labor overpayment recovery rules. Researches and analyzes discrepancies, processes appropriate corrections, and ensures transparent communication with affected employees. Calculates and processes off-cycle checks as needed, while maintaining rigorous audit controls, documentation, and compliance. Serves as a subject matter resource on payroll and timekeeping practices, leveraging Workday and UKG to drive efficient, compliant, and customer-focused payroll delivery.
- 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, including 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.
- Audits and administers time and labor transactions within UKG Timekeeping to ensure accuracy and compliance with University policies, collective bargaining agreements, and statutory requirements. Reviews reporting codes and days/hours worked, auditing rejected hours for inactive employees, and coordinating with timekeepers to resolve entries and issue payment when appropriate. Investigates and resolves leave accrual discrepancies, applying necessary corrections within UKG. Generates unapproved time reports and partners with timekeepers to secure approvals prior to payroll production. Reviews employee transfers to determine eligibility for vacation or PTO payouts. Provides training and guidance to timekeepers on approvals, exceptions, scheduling, reporting, and proper use of the system. Counsels timekeepers on the downstream impacts of retroactive deletions or late entries, including potential overpayments, underpayments, and tax adjustments, ensuring proactive communication and compliance.
- Serves as the subject matter expert in retro pay analysis (supported and unsupported transactions) and overpayment analysis in accordance with New York State Department of Labor recovery rules. Conducts detailed reviews of payroll adjustments, identifies and resolves discrepancies, and ensures corrective actions are executed accurately and in compliance with institutional policies and statutory requirements. Prepares clear and comprehensive training documentation to support onboarding and ongoing development of payroll staff, providing guidance on retro pay, overpayment analysis, and related payroll processes. Acts as a resource for newer staff, mentoring them to build competency, confidence, and consistency in applying payroll policies and procedures.
- Maintains employee information database, such as address changes, social security numbers, direct deposit information, union deductions, parking, arrears, overpayment deductions, and federal and state tax withholding.
- Participates in projects as assigned by the Assistant Payroll Director and the Supervisor. Assists team members by providing coverage for tasks during absences or heavy workloads.
- Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

- High School diploma or equivalent and 3 years of payroll experience required
- Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

- Experience with personal computer applications strongly preferred
- Knowledge of Workday and UKG preferred
- Independent judgement and strong attention to detail strongly preferred
- Advanced payroll knowledge preferred
- Experience with a multi-state and/or in-house payroll preferred

LICENSES AND CERTIFICATIONS

- FPC/CPP preferred

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.