Butler/Till is a results-driven marketing agency offering deeply collaborative client experiences, proprietary technology, and world-class partnerships. At Butler/Till, we take immense pride in our independent, women-owned and led status, our unwavering commitment to a purpose-driven approach, our B-Corp status, and our unique structure as a 100% employee-owned company (ESOP).

SUMMARY  

As a Payroll & Benefits Specialist, you will be responsible for accurately processing payroll, managing the full range of employee benefits and leave administration, all while maintaining professionalism and confidentiality, and ensuring compliance with relevant regulations and company policies. Effective communication with employees and managers is integral to the position and involves disseminating information and providing clear guidance. A successful Payroll & Benefits Specialist should have the ability to handle moderately complex issues and problems while leaning on the support of senior level staff for more complex issues.  

KEY OUTCOMES & RESPONSIBILITIES  

Key Outcome: Ensure accurate and timely payroll processing in full compliance with company policies and applicable regulations.

Key Responsibilities: 

• Accurately process payrolls for all employees on time, including regular wages, overtime, bonuses, taxes, and deductions.
• Review and validate timesheets, attendance records, and other documents for accuracy.
• Serve as the primary contact for payroll-related information, collaborating with internal partners to gather data, resolve discrepancies, maintain accurate records, analyze payroll data, and conduct regular audits before final submission.
• Address employee payroll inquiries, create educational resources to promote self-service, and ensure adherence to company payroll policies.
• Work with external payroll providers or vendors to ensure data accuracy and timely delivery of services, handling any issues or escalations.
• Proactively monitor and interpret evolving payroll regulations, ensuring full compliance while mitigating risks and maintaining operational integrity.
• Contribute to payroll policy updates and participate in related projects, system upgrades, and process improvements.
• Handle unemployment requests, employment verifications, and government withholding mandates promptly, involving internal partners when necessary.

Key Outcome: Seamless benefits administration that ensures accuracy, compliance, and positive employee experiences.

Key Responsibilities: 

• Administer employee benefits, ensuring accuracy and compliance with laws and regulations.
• Manage relationships with benefits vendors, including insurance providers, retirement plan administrators, and third-party administrators. Reconcile claims and reimbursements.
• Coordinate and execute open enrollment, including communications, vendor coordination, employee meetings, and ensuring accurate enrollment data.
• Act as a point of contact for employee benefits questions and issues, providing guidance and resolving escalated inquiries.
• Perform regular audits of benefits data, identifying and correcting discrepancies.
• Contribute benefits strategies to enhance the organization's benefits offerings, considering industry trends and budget considerations.
• Stay informed on federal, multi-state (e.g., ERISA, DOL, IRS, ACA, NYS PFL, HIPAA), and local regulations to ensure compliance.
• Work closely with internal partners and other stakeholders to align benefits programs with business processes.

Key Outcome: Effective and compliant management of employee leave programs.

Key Responsibilities: 

• Administer all employee leave programs, including paid time off, sick leave, personal leave, and parental leave, in line with company policies and legal requirements.
• Accurately track, document, audit, and report employee leave balances, taking corrective actions as needed to maintain up-to-date records.
• Collaborate with internal partners to streamline leave approval processes and ensure timely adjustments to employee pay when leave is taken.
• Stay informed on changes to leave laws and regularly update company policies to ensure compliance and alignment with best practices.
• Handle leave-related matters with confidentiality and sensitivity, providing employees with clear guidance on policies and procedures to ensure understanding and transparency.

Key Outcome: Provide comprehensive support to the Talent Team through effective employee communications, HCM system maintenance, and seamless management of employee lifecycle processes.

Key Responsibilities: 

• Develop in-depth expertise in the HCM system and serve as a subject matter expert (SME) to provide comprehensive support to employees.
• Manage HR Actions, such as new hires, promotions, transfers, job title changes, and salary adjustments, by updating HCM records accurately and promptly reflecting changes in employment status or job details.
• Execute the timely and accurate processing of employee terminations in the HCM system and prepare exit packages to ensure compliance with company policies and legal requirements.
• Provide communications and training to HR staff, employees, managers, and employees on payroll, benefits, or leave related topics, including new program offerings, changes in regulations, and best practices.
• Leverage technology solutions to streamline payroll, benefits and leave-related processes for increased efficiency.

Other Responsibilities:

• Uphold strict confidentiality and data privacy standards when handling employee information, adhering to company policies and regulatory requirements to safeguard sensitive payroll data from unauthorized access or disclosure.
• Willingness to undertake additional duties and responsibilities beyond the scope of the primary role, as assigned by the supervisor or management, to contribute to the overall success of the team and organization.
• Participate in special projects related to payroll, benefits, and leave administration as assigned. 

REQUIRED QUALIFICATIONS  

• Bachelor’s degree in human resources, accounting, business, finance, or related field.
• 2+ years proven experience in payroll processing, benefits and leave administration.
• Knowledge of federal and state regulations governing payroll, employee taxes, and benefits.
• Detail-oriented, with a commitment to accuracy and compliance and ability to critically evaluate. 
• Exceptional analytical, mathematical and calculation skills.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to work independently and on tight deadlines.
• Excellent written and verbal communication skills.
• Strong collaboration skills and ability to work with a team.
• Experience with HRIS/benefits administration software and platforms. 
• Knowledge of payroll, garnishments, and benefits distribution.
• Strong multitasking abilities.
• Good research and problem-solving skills. 

PREFERRED QUALIFICATIONS 

• Intermediate knowledge of Excel.
• Experience with Paylocity and UKG Ready.
• Relevant certifications: FPC, CPP, CEBS, PHR, SPHR, etc.

CORE COMPETENCIES 

• CUSTOMER FOCUS/CLIENT INTIMACY: seeking to understand client business challenges/needs and delivering continuous value to our clients.  
• COLLABORATIVE: working with teams and across the organization with ease.  
• OWNER AGILITY: able to continuously learn and quickly adapt to changing circumstances. 
• RESULTS DRIVEN: accepts accountability to deliver business outcomes, even under changing circumstances. Delivers on commitments.  
• DISCIPLINED: Thinks, plans, and prioritizes work on an ongoing basis, plans and aligns with key team members before acting.

WORK ENVIRONMENT & PHYSICAL DEMANDS

The work environment and physical demands characteristics described here are representative of those an employee encounters while performing the essential functions of this job, typically in an office setting or in a home office. An employee in this role may be in a stationary position, often standing or sitting for prolonged periods and using office equipment and computers. The noise level in the office environment is usually moderate. (I.e., business office with computers and printers, light foot traffic, etc.). Reasonable accommodation may be requested to enable individuals to perform the essential functions. 

Commitment to Diversity, Equity, Inclusion and Belonging

Our dedication to Diversity, Equity, Inclusion, and Belonging (DEIB) is a cornerstone of our culture. We believe that the diversity and inclusivity of our workforce are sources of strength. As you become part of our community, you'll discover that we are dedicated to creating a positive impact, not only for our clients but also for the communities where we live and work.

EEO DISCLAIMER

Butler/Till is an Equal Opportunity Employer to all employees and applicants and prohibits discrimination and harassment of any kind without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. 

This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

COMPENSATION

Butler/Till is committed to providing pay transparency of our compensation philosophy and ensuring equitable pay practices for our employee owners. The compensation range for this position is $56,000 - $71,000 and represents the annual salary range in Rochester, NY. Base pay offered may vary depending on multiple individualized factors, including location, skills, and experience.

This is just one component of Butler/Till’s total compensation package for employee owners. The total compensation package for this position may also include other elements, including ESOP (employee stock ownership plan), an annual bonus, in addition to a full benefits package, and paid time off benefits, including 100% paid parental leave. Details of participation in these benefit plans will be provided if an employee receives an offer of employment.