Payroll Specialist

Job Description

Job Description

Are you a payroll professional who thrives in complexity, precision, and scale?

NYCSBUS is looking for a Payroll Specialist with strong UKG expertise to join our Human Resources team and play a critical role in supporting a workforce of approximately 2,000 unionized and non-union employees across multiple NYC depots.

This is an opportunity for a payroll professional who understands that payroll is not just processing, it’s compliance, trust, accuracy, and partnership.

Overview of the Role:

The Payroll Specialist will be responsible for processing accurate and timely payroll for approximately 2,000 unionized and non-union employees across multiple depots. This role ensures all pay, deductions, premiums, and adjustments comply with federal, state, and local regulations, as well as collective bargaining agreements and NYCSBUS policies.

The Payroll Specialist will maintain payroll records, audit timekeeping data, respond to employee inquiries, support reconciliations, and collaborate closely with HR, Finance, Operations, and depot managers to ensure seamless payroll operations. The position requires exceptional attention to detail, strong analytical skills, and a commitment to confidentiality and compliance. This position reports directly to the Senior HR Manager.

Key Work Responsibilities (include but are not limited to):

Payroll Processing & Administration

• Own the end-to-end biweekly payroll process using UKG, managing high volume with confidence and precision
• Navigate complex pay scenarios including overtime, differentials, union premiums, retro pay, adjustments, and off-cycle payments
• Audit timekeeping data, identify discrepancies, and resolve issues before payroll closes
• Partner closely with HR, Finance, Operations, and depot leadership to keep payroll aligned and compliant
• Serve as a trusted resource for employees by responding to payroll inquiries clearly, professionally, and confidentially
• Support payroll reconciliations, reporting, audits, and year-end processes (including W-2s)
• Help improve payroll processes and controls to increase efficiency and accuracy

Data Integrity & Compliance

• Maintain accurate payroll records and ensure proper documentation of all transactions.
• Conduct regular audits of payroll data to identify discrepancies or errors.
• Prepare payroll reports for HR, Finance, and Operations as needed.
• Support internal and external audits (financial, operational, and compliance).
• Ensure timely submission of required payroll-related filings or reports.

HRIS & Timekeeping Management

• Support system updates, testing, configuration changes, and payroll-related enhancements.
• Assist with troubleshooting timekeeping issues in UKG and coordinate resolutions with HRIS.
• Train supervisors and depot personnel on correct timekeeping and payroll procedures.

Employee Support & Customer Service

• Address employee questions regarding earnings, deductions, timekeeping, tax withholding, direct deposit, and leave balances.
• Investigate and resolve payroll discrepancies with professionalism and confidentiality.
• Provide timely and accurate communication regarding payroll deadlines and requirements.

Collaboration & Cross-Functional Support

• Partner with HR to ensure correct onboarding setup for new hires and accurate payroll coding.
• Work with Finance on payroll reconciliations, GL reports, and end-of-year processes.
• Coordinate with the Benefits team to process benefit deductions, garnishments, FSA, HSA, and retirement contributions.

Additional Duties

• Maintain strict confidentiality of employee data.
• Participate in process improvement initiatives aimed at increasing payroll accuracy and efficiency.
• Support annual W-2 processing and year-end payroll closeouts.
• Perform other payroll-related tasks as assigned.

Qualifications | Job Competencies

• Eligible to work in the U.S.
• Bachelor’s in Accounting or Business.
• Minimum 3–5 years payroll experience, preferably in a unionized environment or large workforce (1,500+ employees) with multiple payroll cycles.
• Proficiency in payroll systems; UKG experience strongly preferred.
• Ability to meet tight deadlines and manage high-volume payroll cycles.
• Proficient in Excel (VLOOKUP, pivot tables, filters) and reporting tools.
• Knowledge of FLSA, NYS labor law, tax regulations, and payroll compliance standards.
• Experience with collective bargaining agreements is a strong plus.
• Strong analytical and reconciliation skills.
• High level of accuracy, attention to detail, and confidentiality.
• Excellent communication and customer service skills.

Compensation & Benefits

• Salary Range: $80K - 85K
• Comprehensive benefits including but not limited to: health coverage: 3 to 4 weeks Paid Vacation, Paid Holidays, 401K (employer contribution up to 9%); FSA; Commuter

NYCSBUS is an equal opportunity employer and is committed to a diverse and inclusive workforce.

Company DescriptionNYCSBUS (NYC School Bus Umbrella Services Inc.) is a not-for-profit corporation that provides school bus transportation services to New York City public and private school students, the majority of whom have Individualized Educational Programs. It operates more than 800 school bus routes throughout all of NYC with a staff of approximately 1,800 people from six locations with a budget of $218 million. NYSCBUS’s goal is to radically improve student bus transportation by innovating in all areas and by providing unprecedented transparency in bus operations to school districts that outsource this service.

Company Description

NYCSBUS (NYC School Bus Umbrella Services Inc.) is a not-for-profit corporation that provides school bus transportation services to New York City public and private school students, the majority of whom have Individualized Educational Programs. It operates more than 800 school bus routes throughout all of NYC with a staff of approximately 1,800 people from six locations with a budget of $218 million. NYSCBUS’s goal is to radically improve student bus transportation by innovating in all areas and by providing unprecedented transparency in bus operations to school districts that outsource this service.