Payroll Specialist

The Payroll Specialist is responsible for supporting accurate and timely payroll processing for the College. This position maintains payroll records, processes payroll data, assists with deductions and withholdings, responds to routine employee payroll questions, and coordinates with Human Resources and Finance to resolve payroll discrepancies. Performs other duties related to the primary scope of the position as required.  This position is permanent, part-time (20 hours/week).

Position Responsibilities: 

1. Interface with timecard managers and staff as necessary to resolve identified issues and to ensure accurately processed payrolls

• Collect bi-weekly timecard information and review for completeness, accuracy and proper authorization
• Edit reported hours to HR policies to ensure compliance
• Process employee change forms as it relates to pay
• Input and process bi-weekly and monthly payroll through outside vendor
• Prepare/generate all relevant payroll registers and reports for approval
• Serve as liaison between the organization and payroll processing service as subject matter expert in platform use and functionality
• Review and verify all interim and annual payroll reports are complete and submitted timely through payroll processing service
• Collaborate with payroll processing service to administer garnishments levied against employees and served upon the college
• Submit 403b contributions and any necessary payroll adjustments

2. Optimize the accuracy and efficiency of paid time off accrual and usage tracking

• Audit paid time off accrual balances
• Identify and resolve discrepancies in paid time off balances
• Conduct paid time off adjustments as needed

3. Provide reporting information for regulatory compliance and risk management 

• Maintain data in payroll system necessary to facilitate ACA reporting.
• Produce reports essential for Third Party Administrator to produce annual 5500.
• Maintain accurate records to file EEO-1 report.
• Participate in audits, i.e., retirement plan, worker's compensation.

4. Maintains human resource records both paper and electronic files to protect sensitive employee information, assisting in regulatory compliance and reducing litigation risks.

• Maintain accurate and up-to-date payroll records.
• Ensure payroll information aligns with HRIS and Finance records.
• Assist with maintaining employee payroll data, including pay rates, deductions, tax status, direct deposit information, and other payroll-related information.
• Retain payroll documentation according to established recordkeeping procedures.

5. Creates favorable and productive relationships with internal and external customers to support employee engagement.

• Participates in coordinating staff and organizational events.
• Communicates payroll policies and practices clearly, fostering trust and understanding.
• Works with other departments to ensure cross-functional support.
• Updates job knowledge by staying current on changes in labor laws, tax regulations, and compliance requirements to minimize risk and ensure accurate payroll processing.

• High School diploma or equivalent required.
• Minimum of two years' payroll experience, preferably in higher education.
• Certified Payroll Professional preferred.
• Excellent interpersonal, verbal, and written communication skills.
• Working knowledge and use of Microsoft Excel, Word, and Mail Merges.
• Ability to organize and prioritize tasks to meet deadlines.
• Can work independently as well as with others, while maintaining a high level of confidentiality.