Payroll Associate

HUMAN RESOURCES ADMINISTRATION - Payroll Associate Job Classification: Hourly Full-time (35-40) Position Summary We are seeking a detail-oriented and service-minded Payroll Associate to join our team. This position plays a critical role in ensuring employees are paid accurately and on time, while delivering an exceptional experience to every team member who reaches out for payroll assistance. The ideal candidate combines strong payroll expertise with a genuine commitment to responsive, professional customer service. Qualifications Summary Customer Focus – Puts employee needs first; responds with urgency, accuracy, and care Integrity & Confidentiality – Handles sensitive payroll data with the utmost discretion Problem Solving – Identifies root causes of payroll issues and delivers timely resolutions Collaboration – Works effectively with Finance, Administration, and departmental personnel Adaptability – Comfortable managing competing priorities in a fast-paced environment Duties and Responsibilities Customer Service & Employee Support Serve as a primary point of contact for employee payroll inquiries, responding promptly and professionally via phone, email, and in person Resolve payroll discrepancies and answer questions regarding paychecks, deductions, tax withholdings, and direct deposit with accuracy and empathy Build positive relationships with employees across all departments, ensuring a helpful and approachable payroll experience Escalate complex issues to the Payroll Manager while keeping employees informed throughout the resolution process Proactively communicate the payroll deadlines, policy changes, and important updates to employees and managers Oversee the monthly leave reporting process and assist employees with any questions Payroll Processes Process bi-weekly payroll cycles accurately and in compliance with federal, state, and local regulations. Calculate and process off‑cycle payroll runs, manual checks, late time, payroll adjustments/redistributions, and farewell checks as needed. Process and audit timekeeping data, ensuring hours worked, overtime, and leave balances are correctly recorded. Maintain and update employee payroll records including new hires, terminations, pay rate changes, tax elections, and benefits catch‑up payments. Monitor applicable reports to audit data entry for errors. Administer garnishments, child support orders, and other wage withholding requirements in accordance with legal mandates. Process and respond to verification of employment requests in a timely manner. Prepare payroll calendar and holiday leave memos for approval. Compliance & Reporting Assist in the preparation and distribution of quarterly and year‑end tax documents including W‑2s, Federal 941 reports, and applicable state forms. Support internal and external audits by providing accurate payroll records and documentation. Stay current on changes in payroll legislation, tax codes, and best practices. Generate payroll reports for Finance, HR, and management as requested. Participate in the creation of payroll process documentation and internal presentation. Provide fact‑finding assistance to our third‑party vendor for State of Michigan unemployment claims. Supervisory Responsibilities The payroll associate will assist with monitoring the work of student workers. Responsibilities include training student workers, planning/directing work, and addressing complaints and resolving problems. Qualifications Required Associate or bachelor’s degree preferably in accounting or business fields; two to four years related experience and/or training; or equivalent combinations of education and experience. Demonstrated experience in a customer‑facing role or employee support capacity. Excellent communication skills – both written and verbal – with a professional, approachable demeanor. High degree of accuracy and attention to detail with the ability to handle confidential information discreetly. Must be a Seventh‑day Adventist in good and regular standing. Preferred 2+ years of payroll processing experience in a multi‑state environment. Strong knowledge of federal and state payroll tax regulations. Familiarity with HRIS platforms and time & attendance systems. Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) designation. Technical Competencies The payroll associate will have the ability to learn and understand the use of Ellucian Banner; as well as be proficient in the use of Microsoft Office products such as Outlook, Excel, and Word. Interpersonal Interactions The payroll associate will perform routine business correspondence, write reports and process manuals. This position requires the ability to understand and interpret technical instructions and governmental documents and regulations; as well as the ability to effectively present information and respond to questions from groups of managers, employers, employees, and the general public. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use fingers and hands to handle or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is required to stand, walk, and occasionally to stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 10 pounds. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. No particular work hazards. Irregular working hours needed especially during registration and billing periods. The office environment is highly varied with many interruptions, requiring strong concentration and multi-tasking. A high degree of accuracy and close attention to detail is essential. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. #J-18808-Ljbffr