Payroll Administrator

Museum of Play; City of Rochester (NY); Hybrid; USD 80,000 - 110,000; Full time

Job summary

Insero Talent Solutions is partnering with an established, multi-location professional services organization to recruit a Payroll Administrator in Rochester, New York. This role oversees payroll administration, reporting, compliance, and benefits processing, while supporting employees and managers across states.

The ideal candidate brings strong multi-state payroll experience, meticulous attention to detail, and the ability to handle confidential compensation information with discretion.

Qualifications

• 5+ years of payroll administration across multiple states.
• Experience with multi-state tax, withholding and reporting.
• Bachelor’s degree or equivalent experience preferred.
• Proficient in ADP and HRIS systems.

Responsibilities

• Manage payroll across multiple states and jurisdictions including setup and withholding.
• Process changes such as compensation updates and benefit elections.
• Research and resolve state payroll requirements for different locations.
• Review timekeeping and resolve discrepancies prior to processing.
• Maintain payroll data in payroll and HR systems; coordinate with HR.
• Serve as primary contact for external payroll providers and vendors.
• Monitor payroll tax matters and address notices or jurisdictional issues.
• Support benefits administration and annual compliance testing.
• Develop payroll reporting for leadership and audits.
• Identify opportunities to strengthen payroll procedures.

Skills

Multi-state payroll experience

Advanced Excel

Confidential data handling

Analytical problem solving

Excellent communication

Education

Bachelor's degree in Accounting, Finance, Business Administration, Human Resources, or related field

Tools

ADP

HRIS

Job description

Payroll Administrator
Rochester, New York

Insero Talent Solutions is partnering with an established, multi-location professional services organization to recruit a Payroll Administrator. This position will serve as a key member of the organization’s finance and people operations functions, with responsibility for payroll administration, reporting, compliance, benefits-related processing, and employee support.

The ideal candidate brings strong multi-state payroll experience, excellent attention to detail, and the ability to navigate complex payroll requirements while handling confidential employee and compensation information with discretion.

Responsibilities:

• Manage payroll activities across multiple states and jurisdictions, including employee setup, tax withholding, unemployment requirements, work-location changes, and other payroll-related compliance matters.
• Process payroll-related changes such as compensation updates, benefit elections, voluntary deductions, and other employee data across multiple payroll cycles.
• Research and resolve payroll requirements associated with employees working in different states and remote locations.
• Review timekeeping information, identify discrepancies, and coordinate with employees and managers to resolve issues prior to payroll processing.
• Maintain accurate payroll and employee information within payroll and HR systems, partnering closely with Human Resources on employee changes, leaves, terminations, PTO, and other employment updates.
• Serve as a key point of contact for external payroll providers and other third-party partners, assisting with system configuration, issue resolution, and ongoing compliance.
• Monitor payroll tax matters and coordinate resolution of notices, discrepancies, or jurisdictional requirements as needed.
• Support retirement plan administration by preparing contribution and deferral information, reconciling data, and providing documentation for annual compliance testing.
• Develop recurring workforce and payroll reporting, including headcount, overtime, benefits, and compliance-related analytics for leadership.
• Prepare benefit-related reports and reconcile information associated with health insurance, disability, and leave programs.
• Provide payroll and benefits documentation requested as part of external audits, workers’ compensation reviews, and other financial or compliance processes.
• Identify opportunities to strengthen payroll procedures, reporting accuracy, and coordination across Finance and Human Resources.

Requirements:

• Bachelor’s degree in Accounting, Finance, Business Administration, Human Resources, or a related field preferred.
• 5+ years of relevant experience in payroll administration, payroll processing, benefits administration, retirement plans, reporting, or a related area. An equivalent combination of education, professional certification, and experience will also be considered.
• Experience supporting multi-state payroll and navigating state and local tax, withholding, registration, and reporting requirements.
• Experience within a professional services or similarly complex, multi-location organization is preferred.
• Strong understanding of payroll practices and applicable federal, state, and local employment and payroll regulations.
• Demonstrated ability to work with confidential compensation, payroll, and employee information.
• Advanced Microsoft Excel skills, including experience working with formulas, data analysis, and pivot tables.
• Experience with payroll, HRIS, and/or financial management systems; ADP experience is a plus.
• Strong analytical and problem-solving skills with exceptional attention to detail.
• Ability to manage competing priorities, recurring deadlines, and time-sensitive payroll activities.
• Strong written and verbal communication skills with the ability to collaborate effectively across departments and with external service providers.
• Service-oriented, proactive, and comfortable working as part of a collaborative finance and human resources environment.