Payroll Coordinator

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Job Title:

Job Family:

Full-Time/Part-Time:

Compensation Grade:

Pay Type:

Department:

Job Summary:

Job Description:

Responsibilities:

Payroll

Maintains ownership of the payroll process for two pay groups: Bi-weekly hourly staff and Bi-weekly student

• Processes pay calculations for current and retro periods using Workday
• Performs audits of pay results for missing payment and tax elections and works independently to research and resolve any discrepancies
• Audits payroll/employee data as entered in Workday by Human Resources, Student Employment and department supervisors and researches and resolves audit flags for current and prior periods
• Receives and distributes checks as needed
• Reviews timesheets for accuracy and uses independent judgement to research and resolve any discrepancies
• Sets up, monitors and prepares bi-weekly payments for payroll withholding items such as garnishments, child support orders, contributions to charitable organizations

Maintains ownership of the annual graduate tuition and personal use of auto taxable benefit process and enters payroll inputs for taxable amounts

Monitors outstanding payroll checks and issues replacements as necessary

Serves as primary point of contact for hourly employees and student workers with payroll questions or concerns and works independently to resolve such items

Works with Human Resources to interpret policy changes and implement changes to payroll and time system

Works closely with department supervisors across campus to research and resolve discrepancies in timesheets and other payroll inputs for the bi-weekly staff and bi-weekly student pay groups.

Assists with the preparation and maintaining of training materials for employees and supervisors on timesheet procedures, mobile app usage, and understanding their earnings statements in coordination with Human Resources

Provides support to other functions in Finance and Administration through analysis of payroll data and assists with special projects and ad hoc reporting as needed

Prepares and communicates monthly payroll calendars with dates and deadlines for salary, bi-weekly staff and bi-weekly student pay groups.

Responsible for annual 1042-S filing for international employees with assistance/input from Payroll Manager as needed.  Works with students maintaining database within the Sprintax software.

Submits monthly United Way payments for employee withholdings.

Completes various health insurance ledger account reconciliations on a monthly basis and works with Human Resources to resolve any discrepancies.

Retirement Plan

Supports the University’s 403(b) retirement plans

• Prepares retirement reconciliation and contribution remittance for each Bi-weekly staff pay period

Professional Development

Attends meetings, seminars, conferences, and/or related trainings to stay abreast current trends, advancements, laws, regulations related to payroll, benefits, and related areas (taxation, withholdings, deductions, earnings, etc.)

Stays current on all certifications and/or designations (if applicable)

Performance Review

Completes annual performance review process with supervisor to understand job performance expectations and department and University goals

Other Duties

Cross trains with and provides backup for Payroll Manager as needed

Performs other duties as assigned; the intent of this job classification description is to provide a representative summary of the types of duties and responsibilities that will be required of positions in this classification and shall not be construed as a declaration of the specific duties and responsibilities of any particular position and employee may be requested to perform job-related tasks other than those specifically present in this description

Relationships:

• Daily contact with members of own work unit and immediate supervisor to plan, coordinate, problem solve, present information and make suggestions related to mutual goals
• Frequent contact with Human Resources, Academic Affairs, Student Employment, ITS, and other departments to plan, coordinate, problem solve, present information and suggestions

Responsibility for Final Decisions:

• This role maintains a high degree of confidentiality with respect to payroll related information
• Responsible for own work product and may assist or instruct others doing similar work including student workers
• Tasks involve multiple procedures with interrelated processes or steps and involves choosing the appropriate action or procedure to follow and applying established rules
• Errors are readily detected in the normal course of work by standard check or crosscheck and work involves independently researching and resolving any such errors, often through communication with other departments and affected employees

Reports to: Director of Accounting & Financial Analyst

• Reviews work to ensure compliance with procedures and deadlines.
• Tasks involve interpretation of data and/or procedures to address problems or situations that may not be clearly defined.  Work may involve non-routine/diverse work not defined by procedures.

Minimum Qualifications:

• Associates Degree in related field
• 3 years of experience in payroll processing
• Ability to effectively communicate payroll processes, procedures and results with colleagues across campus, including those without a financial background
• Ability to work effectively under pressure and handle multiple tasks while meeting critical deadlines
• High level of integrity with ability to maintain confidentiality and accept responsibility
• High level of accuracy and strong attention to detail
• Intermediate skills working with Excel spreadsheets using various functions and formulas

Preferred Qualifications:

• Experience within a university environment
• Experience with Workday Finance and Payroll functions

Work Conditions:

• Work is performed under usual office conditions with long periods of working at a desk and in front of a computer screen
• Work involves deadlines, interruptions and handling multiple tasks
• This is a full-time, FLSA non-exempt position with a normal work schedule of 8:30am to 5:00pm, Monday through Friday; contingent upon activities or payroll needs and technological supports, occasional evenings and weekend hours may be expected

Education Requirements:

Certification Requirements:

Job Posting End Date (if date is blank, posting is open ended):