Payroll Coordinator (Fiscal Specialist 2)

Payroll Coordinator (Fiscal Specialist 2)

Under the general direction of the Payroll and Benefits Manager, this position coordinates and performs a variety of detailed payroll transactions for the Employee Compensation Department located in the District Business Office Business Unit. The payroll functions include preparing and maintaining payroll records and transactions, reviewing and entering payroll data, analyzing and reporting payroll data to various local and state agencies, preparing semi-monthly payroll plans, and ensuring compliance with state/federal laws as well as organizational policies and procedures.

Duties and responsibilities include recommending and coordinating payroll work procedures and processes, determining deadlines and maintaining pay period schedules to ensure accurate processing of employee pay. Input, review and audit accuracy of payroll and personnel data from source documents. Prepare and process pay adjustments as necessary, such as overpayments, manual check preparation, and shared leave. Develop, modify, and maintain multiple record-keeping systems to ensure accuracy of gross payroll, Federal Withholding Tax, Old Age Survivors Insurance, and Medicare taxes are in balance. Set up and maintain complete, accurate, and up-to-date employee files, records, and reports of deductions and contributions. Verify the accuracy of employee deductions and contributions prior to final payroll processing. Reconcile accounting records of payroll wages, deductions, and contributions with corresponding District/State approved payment recipients. Process absence (leave) accruals for all employee types following state and collective bargaining contract regulations. Process all timesheet entries and applicable deductions. Monitor and troubleshoot Time and Labor system for all time reportable staff. Maintain integrity of the payroll computer system. Function as liaison with the State Board of Community & Technical Colleges (SBCTC) regarding payroll processing within PeopleSoft (ctcLink) automated system. Set up and maintain complete, accurate, and up-to-date employee files, records, and reports; distribute, create/modify, and maintain reports on a scheduled basis or as requested. Provide consultation to employees regarding payroll processes, earnings, deductions, procedures, and payroll schedules. Conduct informational meetings with staff. Coordinate or process stop payments and check cancellations with the SBCTC. Model professional decorum and mutual respect in all personal interactions. Comply with organizational policies, procedures and directives, state and federal regulations, orders and statutes, and collective bargaining agreements. Support and advance the Spokane Colleges' strategic plan, and perform other duties as assigned.

Competencies include managing complexity, action oriented, ensures accountability, communicates effectively, collaborates, instills trust.

Minimum qualifications include two years of full-time experience at a level equivalent to Fiscal Specialist 1, and 15 quarter hours or 10 semester hours of college-level accounting, or equivalent education/experience. Experience in processing payroll. Knowledge of payroll rules and regulations. Advanced knowledge or experience utilizing computerized payroll systems. Proficiency using Microsoft applications, including Excel, Word, Outlook, database software, internet, and online reporting. Ability to provide excellent customer service to internal and external customers. Excellent communication skills both orally and in writing in individual and group settings. Ability to multi-task, establish priorities, manage workload, and meet multiple deadlines in a fast-paced environment. Ability to maintain accuracy with attention to detail while processing large volumes of work. Ability to maintain confidentiality. Ability to work independently. Ability to develop controls and procedures.

Desired qualifications include experience with the PeopleSoft ERP system. Experience in higher education or government environment. Knowledge of Federal and Washington State payroll rules and regulations. Ability to run queries and reports to audit payroll.

Physical requirements include work performed in a normal, temperature-controlled office environment. Work is sedentary in nature. Frequent use of computers and exposure to terminal screens. Visual focus and strain. Work involves constant interruptions and requirement to answer on demand questions by phone, in person, or electronically. Frequent repetitive hand/wrist motions and finger manipulation. Frequent oral and auditory communication with others.

Conditions of employment include full-time schedule (12 months, 40 hours a week). This position is overtime eligible. 6-month probation period. Criminal background check required. This position is represented under a collective bargaining agreement. Membership is optional. Person hired must be able to provide acceptable documentation of U.S. Citizenship or lawful authorization to work in the United States. This is an absolute condition of employment. An offer of employment will not carry with it any responsibility or obligation on the part of the district to sponsor an H1-B visa. In addition, the Spokane Colleges maintain a drug-free work environment and prohibits all smoking in the college buildings and state-owned vehicles. Must be able to successfully work in and promote a multicultural work and education environment. Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position. Once an applicant is chosen for a position, they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.

Spokane Colleges