Payroll Examiner

About Buffalo State

Buffalo State is one of the largest comprehensive schools in the State University of New York system. As a civically minded, urban-engaged campus community located in the city’s cultural corridor, Buffalo State prides itself as having smaller learning environments coupled with larger university opportunities. Boasting a diverse and inclusive campus, Buffalo State is committed to the intellectual, personal, and professional growth of its students, faculty, staff, and alumni. The school’s mission is to deliver a broad array of high-quality and distinctive academic programs infused with diversity, creativity, and hands-on learning opportunities for hardworking students who seek a personalized and affordable education that engages their minds and advances their careers. Buffalo State is dedicated to excellence in teaching, research, service, scholarship, creative activity, and cultural enrichment. With degree programs in education, the arts, science, arts and humanities, and professional studies, each year over 6,000 students choose Buffalo State. Buffalo State welcomes applicants who are committed to helping us fulfill our mission.

Department Operating Needs

This position has the designation of Essential-Remote Service, therefore the successful applicant is designated as an essential service employee.

Brief Job Description

Payroll Examiners manage a segment of a payroll program, which entails the preparation of the regular, lag and special payrolls. They make related payroll determinations concerning salaries, miscellaneous payments, deductions, taxes, and other similar matters. The preparation of payrolls requires compliance with detailed procedures, the use of multiple computer software programs, and adherence to strict deadlines. Incumbents interpret and apply policies, rules and regulations issued by the Office of the State Comptroller, the Department of Civil Service, and the Division of the Budget; sections of multiple negotiated agreements between New York State and the employee unions; and sections of the State Finance Law governing salaries, lump sum payments, deductions, leave credits, and other factors affecting employee payrolls.

Payroll Examiners are expected to be able to perform the full range of payroll calculations and transactions. Accordingly, they must possess specific knowledge concerning a wide variety of payroll and related topics such as overtime eligibility, tax requirements, garnishments, and system requirements to complete transactions and provide guidance to others. Payroll Examiners handle calculations that include a wider range of variables, exceptions, or the application of specific salary determination rules. Incumbents are expected to identify and resolve discrepancies and develop job aids. Payroll Examiners function independently, without direct supervision of work procedures and priorities. Incumbents are considered technical experts in payroll processing and, when functioning as the payroll program supervisor, are the final point of review for all payroll actions.

Payroll Examiners must understand the business rules of the various automated systems that are used in processing payrolls (e.g., PayServ, NYSTEP, HRIS or other internal agency payroll/personnel systems) to troubleshoot problems, prepare payroll reports, and respond to employee inquiries.

Payroll Examiners have frequent verbal communication with agency program administrators and personnel staff to explain payroll procedures and deadlines, mandatory and voluntary payroll deductions, and attendance and leave rules. They also have frequent verbal and written communications with all levels of employees to explain changes in salaries and deductions, procedures for voluntary deductions, and related topics. Payroll Examiners have frequent verbal communications with subordinate staff providing them with advice and assistance to supplement written manuals and guidelines.

When processing payroll transactions and preparing payrolls, incumbents have frequent verbal and written communications with representatives of the Office of the State Comptroller and the Department of Civil Service to request technical assistance with complex or unusual salary computations, to identify and clarify legal and procedural requirements, and to resolve discrepancies in procedures and interpretation.

Responsibilities

Calculate and/or verify salary calculations and related factors for agency employees:

• Reconstruct employee salary histories by following standard procedures to determine and/or verify appropriate salary.
• Calculate and coordinate processing of salary increases, longevity payments, and performance advances.
• Calculate employee salaries considering miscellaneous payments and additional factors.
• Calculate and issue corrected W-2 Wage Statements as necessary.
• Calculate, coordinate, and communicate back salary awards, settlements, penalties and garnishments in accordance with court orders, grievances, disciplinary proceedings, and arbitration decisions.
• May calculate sick leave with half pay entitlement for employees by applying knowledge of relevant laws and regulations.
• May determine eligibility and adjust leave credits for part-time annual salaried employees based on guidelines set forth by the Department of Civil Service.

Provide customer service to agency employees and department managers:

• Answer communications from employees and managers concerning payroll topics and specific personal status issues.
• Write responses to authorized inquiries from banks, insurance companies, and government agencies regarding employees' pay status, income, and benefit status.
• Write memos to notify employees and/or department managers of payroll and/or personnel topics.
• Coordinate a campaign to educate agency employees about direct deposit options and policies.
• May coordinate and deliver informational sessions and new employee orientation programs on payroll topics.