Description

Position Summary: The Coordinator of Payroll will administer and oversee the accurate and timely processing of bi-weekly payroll for all College employees. S/he will ensure full compliance with federal and state payroll tax regulations, retirement system requirements, and other statutory obligations. They will lead payroll-related reporting, reconciliations, and financial controls, including preparation and filing of required tax documents, and oversight of payroll-related general ledger accounts, to support institutional accuracy, compliance, and fiscal integrity.


Payroll Administration and Processing

• Administer and process bi-weekly payroll, ensuring accurate and timely payment of wages, tax withholdings, direct deposits, and payroll-related liabilities
• Process payroll adjustments as necessary; including, but not limited to: retroactive pay, gross-up calculations, manual checks, voids, reissues, and direct deposit reversals
• Establish and maintain payroll deduction and earnings codes, including garnishments, retirement plans, deferred compensation, union dues, and benefit-related deductions
• Maintain payroll calendars, pay periods, and deadlines within the ERP system

Compliance and Regulatory Reporting

• Prepare, reconcile, and file all required federal and state payroll tax returns, unemployment reports, workers’ compensation reporting, and year-end filings, including W-2s
• Ensure compliance with federal and state payroll regulations, IRS limits, and retirement system requirements
• Administer and monitor compliance for wage garnishments, retirement contributions, flexible spending accounts, and other statutory or voluntary deductions
• Register and maintain required tax and unemployment accounts in states where employees reside or work remotely
• Maintain payroll record retention and coordinate document archival and destruction in accordance with regulatory requirements

Retirement and Benefits Administration

• Administer SURS participation and reporting, including bi-weekly reconciliations, fiscal year-end reporting, and responses to system inquiries or warning notices
• Coordinate with Human Resources to ensure accurate retirement reporting and compliance with applicable regulations
• Monitor annual limits for deferred compensation and other benefit programs to ensure compliance

Reconciliation, Reporting, and Financial Oversight

• Prepare payroll-related journal entries, and assist with monthly general ledger reconciliations
• Support quarterly and fiscal year-end close processes related to payroll
• Prepare audit schedules and reports, including accrued salary and leave liabilities
• Provide payroll reporting and data analysis to Human Resources, Financial Aid, and other departments as needed

Systems, Training, and Process Improvement

• Maintain payroll-related employee data within the ERP system, ensuring accuracy and integrity
• Test payroll system updates and coordinate with IT and Human Resources to implement changes
• Troubleshoot payroll and time-entry issues and provide training to employees and supervisors
• Develop and maintain payroll procedures and documentation
• Conduct regular reviews of payroll processes and recommend improvements to enhance efficiency and internal controls
• Work with IT and external vendors to oversee payroll systems, ensuring accuracy, compliance, and timely resolution of issues and updates

Collaboration and Communication

• Respond to employee inquiries regarding payroll, taxes, deductions, and compensation
• Provide payroll support to Human Resources, including wage verification and workers’ compensation coordination
• Communicate payroll deadlines, schedule changes, and year-end information to employees
• Collaborate with Business Office colleagues, internal departments, external agencies, and vendors to fulfill payroll responsibilities
• Perform additional duties as assigned by the immediate supervisor

Requirements

Required Qualifications

• Associate’s degree in Accounting or related field from a regionally accredited institution 
• Five years of direct experience processing payroll
• Strong knowledge of basic accounting principles, payroll procedures, and data processing
• Experience with ERP or Payroll Systems

Desired Qualifications

• Experience with Ellucian Colleague

Skills and Specifications

• Proficient in Microsoft Office Suite
• Demonstrated technical acumen and mathematical aptitude
• Ability to grow with the technological and philosophical directions implemented by the College
• Strong attention to detail
• Strong communication skills and the ability to build relationships with employees at all levels of the college
• Organized and able to work independently, while maintaining a strong team orientation
• Critical thinking skills and ability to solve exceptions or challenges as they arise
• Commitment and respect for diversity, equity and inclusion
• Commitment to the College mission, vision, values, and goals