Job Description

HRIS & Benefits Specialist

Department: Human Resources

Employment Type: Full Time

Location: Fairport, New York

Reporting To: Sarah Sarkar

Compensation: $65,000 - $75,000 / year

Description

The HRIS & Benefits Specialist serves as the primary administrator for the firm’s human resources information system and supports the accurate, timely administration of payroll and employee benefit programs. This position is responsible for maintaining data integrity across HR, payroll, benefits, and talent systems; configuring and improving system workflows; producing workforce reporting and analytics; and providing responsive support to employees and managers.

The ideal candidate brings hands-on ADP payroll and HRIS experience, including implementation, testing, system configuration, reporting, integrations, and ongoing administration. This role requires a highly organized, detail-oriented professional who can independently manage recurring processes while identifying opportunities to improve efficiency, controls, and the employee experience.

Key Responsibilities

HRIS Administration & System Ownership

• Serve as the primary administrator and internal subject-matter expert for ADP Workforce Now or ADP Next Gen, including employee records, organizational structures, workflows, notifications, security roles, permissions, and system settings.
• Maintain accurate employee and organizational data across HR, payroll, benefits, time, talent, and related systems.
• Configure, test, document, and maintain system workflows, business rules, reports, security access, and employee and manager self-service functionality.
• Troubleshoot system issues; coordinate resolution with ADP and other vendors; and communicate updates to affected stakeholders.
• Manage user access and periodic security reviews in coordination with People & Culture, Finance, and IT.
• Develop user guides, process documentation, and training materials, and provide system training to employees and managers.
• Monitor system releases and recommend adoption of new functionality that improves controls, efficiency, reporting, or the employee experience.

ADP Implementation & Optimization

• Play a key role in ADP implementation or major system conversion activities, including requirements gathering, process mapping, data conversion, configuration, validation, parallel testing, user acceptance testing, training, go-live, and stabilization.
• Coordinate implementation tasks, issue logs, testing schedules, and data validation across People & Culture, Finance, IT, ADP, benefit carriers, retirement providers, and other vendors.
• Validate payroll history, employee data, deductions, taxes, earnings codes, general ledger mapping, benefit plans, security roles, and integrations before go-live.
• Support the development and testing of carrier feeds, retirement plan feeds, general ledger files, single sign-on, and other system integrations.
• Document future-state processes and establish sustainable administrative procedures and internal controls following implementation.
• Identify underutilized ADP functionality and lead continuous-improvement efforts to increase system value and reduce manual work.

Payroll Administration

• Process or serve as the primary backup for multi-state payroll, ensuring accurate and timely calculation of wages, deductions, taxes, reimbursements, benefit contributions, and other payroll transactions.
• Review employee changes, new hires, terminations, compensation changes, one-time payments, deductions, garnishments, leave-related pay, and taxable fringe benefits for completeness and accuracy.
• Conduct pre- and post-payroll audits, reconcile payroll totals, and resolve discrepancies in partnership with Finance and People & Culture leadership.
• Maintain payroll schedules, checklists, approvals, documentation, and internal controls.
• Support quarter-end and year-end payroll activities, including W-2 review, tax reconciliation, payroll adjustments, and coordination with ADP tax services.
• Ensure payroll practices and system configuration align with applicable federal, state, and local wage-and-hour and payroll tax requirements.
• Respond to employee payroll questions with accuracy, discretion, and a strong service orientation.

Benefits Administration

• Administer employee benefit programs, including medical, dental, vision, life insurance, disability insurance, health savings accounts, flexible spending accounts, retirement plans, and wellness initiatives.
• Coordinate onboarding and benefit enrollment for new hires, qualifying life event changes, and annual open enrollment.
• Serve as a primary contact for employee benefit questions and issue resolution.
• Coordinate with benefit carriers, brokers, third-party administrators, retirement providers, and payroll vendors.
• Reconcile benefit invoices, payroll deductions, employer contributions, and carrier enrollment data.
• Support benefit communications, education, and employee engagement efforts.

Reporting, Analytics & Compliance

• Create and distribute recurring payroll, benefit, headcount, turnover, compensation, recruitment, and compliance reports.
• Build and maintain dashboards and ad hoc reports that improve visibility into workforce trends and support business decisions.
• Perform routine audits of HRIS, payroll, and benefit data to identify and correct errors and strengthen data integrity.
• Support ACA reporting, EEO reporting, Form 5500 preparation, payroll tax inquiries, benefit audits, and other compliance requirements.
• Maintain employee files and HR documentation in accordance with federal, state, and local requirements.
• Protect confidential employee, payroll, benefit, and organizational information.

HR Operations Support

• Support onboarding, offboarding, employee status changes, leave administration, and other employee lifecycle processes.
• Partner with People & Culture, Finance, IT, managers, and external vendors to ensure coordinated and accurate processing.
• Participate in cross-functional projects and continuous-improvement initiatives that strengthen HR operations and employee service.

Qualifications

Education

• Associate’s or bachelor’s degree in Human Resources, Business Administration, Accounting, Information Systems, or a related field preferred. Equivalent relevant experience will be considered.

Required Experience

• At least 5 years of progressively responsible payroll, HRIS, benefits, or HR operations experience, including hands-on payroll processing experience.
• Demonstrated experience administering ADP Workforce Now, ADP Next Gen, or a comparable enterprise HRIS/payroll platform.
• Experience supporting an HRIS or payroll implementation, conversion, major upgrade, or significant system reconfiguration.
• Experience with system testing, data validation, reporting, workflow configuration, security administration, and issue resolution.
• Experience processing or supporting multi-state payroll and applying payroll controls and reconciliation practices.

Preferred Experience

• End-to-end ADP implementation experience, including data conversion, parallel payroll testing, integrations, user acceptance testing, go-live, and post-implementation stabilization.
• Experience with benefit carrier feeds, retirement plan integrations, general ledger files, and third-party system integrations.
• Experience administering employee benefits and supporting annual open enrollment.
• Experience with ACA reporting, payroll tax reconciliation, W-2 review, and other year-end activities.
• Experience in a professional services environment.

Knowledge & Skills

• Advanced knowledge of payroll processes, controls, reconciliation, and data privacy requirements.
• Strong technical aptitude and the ability to understand how HR, payroll, benefit, finance, and talent systems interact.
• Advanced proficiency with Microsoft Excel, including lookups, pivot tables, data validation, and reconciliation techniques.
• Exceptional attention to detail and a demonstrated commitment to accuracy and data integrity.
• Strong analytical, troubleshooting, project-management, and process-improvement skills.
• Ability to independently manage recurring deadlines and prioritize competing demands.
• Excellent written, verbal, training, and customer-service skills.
• Working knowledge of applicable HR and benefits compliance requirements, including ACA, COBRA, FMLA, HIPAA, ERISA, wage-and-hour requirements, and payroll tax obligations.
• Ability to exercise sound judgment and maintain the confidentiality of sensitive employee and business information.
• FPC, CPP, PHR, SHRM-CP, CEBS, ADP certification, or related credential preferred.

Success Factors

• Demonstrates exceptional accuracy, ownership, follow-through, and accountability.
• Anticipates issues and resolves them before they affect payroll, benefits, reporting, or the employee experience.
• Builds strong working relationships with employees, managers, internal partners, and external vendors.
• Translates business needs into practical system solutions and sustainable processes.
• Continuously seeks opportunities to improve controls, reduce manual work, and increase the effectiveness of HR technology.
• Communicates technical and payroll information clearly to non-technical audiences.
• Exercises exceptional discretion and sound judgment while maintaining the confidentiality of sensitive employee and business information.
• Maintains the highest standards of professionalism and integrity.

APD offers a comprehensive benefits package, including health insurance, professional development, paid time off, 401(k), etc.

APD Engineering & Architecture, PLLC is an Equal Opportunity Employer.