Senior Payroll Specialist

Job Description

Job Description:\n\nDescription:\nRecruitment Period: 10/07/2026 - Until Filled\nStatus: Full-Time, 40 hours/week\nSalary Information: Annual Minimum Salary-$58,400-Annual Maximum Salary-$93,400Hiring Rate: Dependent upon qualifications and experienceOn Campus Position\n\nPacific Northwest University of Health Sciences (PNWU) was founded as a 501(c) (3) non-profit medical institution in 2005 aimed at increasing access to health care in medically underserved areas of the Pacific Northwest.\n\nThe University currently offers the degrees of Doctor of Osteopathic Medicine, Doctor of Physical Therapy, Doctor of Dental Medicine, Master of Biomedical Sciences, and Master of Science in Occupational Therapy enrolling over 550 students annually. Interprofessional education partnerships with other universities adds another 100 students to the population. The campus includes 300 employees with academic programming spread over a five-state region.\n\nPNWU is located in Yakima, WA, a city of approximately 95,000 located in the south-central part of the state near the eastern slopes of the Cascade Mountains in a major agricultural and outdoor recreation region. It is approximately 140 miles from Seattle, 170 miles from Portland, and 200 miles from Spokane. The Yakima Valley is a wonderful place to live, work and play. For more information, visit Northwest University of Health Sciences (PNWU) does not sponsor employment visas. Applicants must be legally authorized to work in the United States at the time of hire and for the duration of their employment with PNWU. Employment eligibility will be verified in accordance with federal law.\n\nGeneral Summary:\nThe Senior Payroll Specialist is responsible for the accurate, timely, and compliant administration of the University’s payroll function. The position independently manages the full payroll cycle, including timekeeping review, payroll processing, employee and payroll data changes, payroll taxes, retirement contributions, reconciliations, general ledger activity, regulatory reporting, and year-end processing.\n\nThe Senior Payroll Specialist serves as the University’s primary payroll subject-matter resource and works closely with Human Resources, Finance, employees, and supervisors to resolve payroll issues, maintain accurate payroll records, and ensure compliance with applicable federal and state requirements. The position also supports continued improvement and effective use of the University’s payroll and timekeeping systems.\n\nBecause every PNWU employee depends on accurate and timely pay, the Senior Payroll Specialist brings reliability, discretion, and consistent follow-through to the work. The position builds a strong working partnership with Human Resources, treats every employee question with respect and care, approaches non-routine situations with curiosity and sound judgment, and keeps current with the regulatory and technical knowledge the role requires, understanding that a healthy, well-supported workforce is what allows PNWU to serve its students and communities.\n\nEssential Job Functions:\nDuties an employee must be able to perform, with or without reasonable accommodation.\n\n \nPayroll Processing\n\n Manage and process the University’s biweekly payroll accurately and within established deadlines.\n Review time and attendance records for completeness, accuracy, appropriate approvals, and compliance with University policies.\n Review and process approved employee changes affecting payroll, including new hires, terminations, compensation changes, deductions, benefit changes, leave activity, and other payroll-related adjustments.\n Calculate and process regular and supplemental earnings, deductions, reimbursements, corrections, and other payroll transactions.\n Review payroll registers, exception reports, and other payroll reports before final submission and identify and resolve discrepancies.\n Prepare payroll documentation and submit completed payroll for required Finance review and approval.\n Process off-cycle payroll transactions and corrections when necessary.\n Maintain accurate and complete payroll records and supporting documentation.\n\nPayroll Accounting and Reconciliation\n\n Prepare and reconcile payroll-related general ledger activity and ensure payroll transactions are accurately recorded in the University’s financial system.\n Prepare payroll journal entries and supporting documentation.\n Reconcile payroll clearing, liability, benefit, tax, retirement, and other assigned payroll-related accounts.\n Research and resolve differences between the payroll system, general ledger, bank activity, benefit records, and other related systems.\n Coordinate with the accounting team to ensure payroll activity is appropriately reflected in monthly and year-end financial reporting.\n Provide payroll actuals and related information to support budgeting, forecasting, compensation analysis, and financial reporting.\n\nPayroll Taxes and Regulatory Compliance\n\n Ensure payroll is processed in accordance with applicable federal, state, and local wage and hour, payroll tax, and reporting requirements.\n Review and reconcile federal and state payroll tax filings and payments and coordinate resolution of discrepancies.\n Maintain payroll tax registrations and requirements for employees working in applicable states and jurisdictions.\n Coordinate and review quarterly and annual payroll tax reporting, including Forms 941, W-2, and other required filings.\n Monitor changes in payroll-related laws and regulations and recommend necessary process or system changes.\n Respond to payroll-related notices and coordinate resolution with payroll vendors, government agencies, Human Resources, and Finance leadership as appropriate.\n\nRetirement and Benefit-Related Payroll Responsibilities\n\n Process and reconcile payroll-related retirement plan contributions and other benefit deductions.\n Prepare and submit required retirement contribution files and reports and resolve discrepancies.\n Reconcile payroll deductions and employer contributions to applicable benefit and retirement records.\n Support retirement plan and other payroll-related audits by preparing schedules, reports, reconciliations, and supporting documentation.\n Coordinate with Human Resources and benefit providers to resolve payroll-related benefit discrepancies.\n\nPayroll Systems and Administration\n\n Serve as the primary Finance subject-matter resource for the University’s payroll and timekeeping systems.\n Maintain payroll-related system configurations, earning and deduction codes, tax settings, and other payroll setup within assigned authority.\n Research and resolve payroll and timekeeping system issues and coordinate with the payroll system vendor as necessary.\n Participate in testing, implementation, and optimization of payroll and timekeeping system enhancements.\n Maintain written payroll procedures, processing calendars, checklists, and documentation.\n Identify opportunities to automate manual payroll processes, strengthen controls, and improve payroll efficiency and accuracy.\n\nEmployee and Department Support\n\n Serve as a primary resource for employees and supervisors regarding payroll, timekeeping, deductions, payroll corrections, and related questions, responding with patience, respect, and discretion, recognizing that pay questions are personal and often urgent for the person asking.\n Research and resolve payroll discrepancies, take honest ownership of errors when they occur, and communicate resolutions clearly and timely.\n Work closely with Human Resources as a trusted partner to ensure approved employee and compensation information is accurately reflected in payroll, clarifying roles and handoffs so the process works smoothly in both directions.\n Provide guidance to supervisors regarding timekeeping requirements, payroll deadlines, and correction processes.\n Maintain confidentiality of employee payroll and compensation information.\n\nAudit and Internal Controls\n\n Maintain appropriate documentation and internal controls throughout the payroll process.\n Prepare payroll schedules, reconciliations, reports, and supporting documentation for financial statement, retirement plan, regulatory, and other audits.\n Respond to auditor requests and assist with research and resolution of payroll-related audit questions.\n Identify payroll errors, unusual activity, control concerns, or compliance issues and communicate them promptly to the Controller.\n Assist with implementation of corrective actions resulting from payroll reviews, audits, or identified control deficiencies.\n\nFinance Team Collaboration and Professional Practice\n\n Collaborate with the Controller, accounting staff, Human Resources, and other University departments on payroll-related matters, and provide payroll information and analysis for financial reporting, budgeting, audits, and other institutional needs.\n Participate in Finance system implementations and process-improvement initiatives.\n Maintain appropriate cross-training and documentation to support backup payroll processing and business continuity.\n Take initiative and ownership for assigned work, follow through on commitments, and communicate early when a deadline or result is at risk.\n Build trusting working relationships across Finance and with University departments, clarifying expectations and roles before and during shared work and including the right people in the right conversations.\n Resolve differences constructively and with care, listening to understand others’ perspectives and engaging in honest dialogue when there is disagreement.\n Actively seek and apply feedback, regularly ask whether the work is being done right, and pursue continuous learning and technical growth relevant to current and future responsibilities.\n Connect daily work to PNWU’s mission of serving rural and medically underserved communities, understanding how accurate, well-stewarded financial information supports students and the University. \n\nOther duties as assigned\n\nStandard Institutional Requirements (apply to all roles):\n\n Performs job duties in accordance with safety, legal, and regulatory requirements; University policy and procedures; and accepted business practices.\n Acts with the highest level of professional ethical standards in all aspects of job performance, in accordance with the mission and values of PNWU.\n Understands and adheres to accreditation standards and expectations specific to the department.\n\nSalary is commensurate with qualifications and experience. Pro-rated based on hours/week. For this role, our anticipated hiring range is $58,400/$93,400 annual.\nEvery range at PNWU divides into four quartiles anchored at the midpoint. Quartile placement blends what a person brings and how they perform, which is our commitment to behaviors and results expressed in placement mechanics. The general framework:\n\n 1st Quartile ($58,400-$67,150/annual). New to this level or role. Brings relevant experience but is new to the scope of work at this level; developing the full breadth of the role; generally 0 to 3 years at this level. Meets expectations and is still establishing a track record.\n 2nd Quartile ($67,150-$75,900/annual). Developing to proficient; generally 3 to 5 years at this level or equivalent. Proficient across core responsibilities, consistently meets and sometimes exceeds expectations, and has established credibility with colleagues and partners.\n 3rd Quartile ($75,900-$84,650/annual). Fully qualified and performing at market rate. The midpoint marks the fully qualified employee whose performance is satisfactory in all respects. Substantial experience, generally 5 to 10 years; consistently strong performance; serves as a trusted expert resource.\n 4th Quartile ($84,650-$93,00/annual). Highly skilled, consistently high-performing, high-contributing. Extensive experience, typically 10 or more years; recognized institutional expert whose work adds significant value. Reserved for the most senior and exceptional cases.\nRequirements:\nEducation & Experience:\nTo perform the essential functions of this position, the incumbent must have:\n\n An associate degree in finance, accounting, business administration, or a related field from an accredited institution. AND Four years of progressively responsible payroll experience, including responsibility for payroll processing, payroll taxes, reconciliations, and payroll compliance. OR\n An equivalent combination of education and experience that demonstrates the knowledge, skills, and abilities required to perform the essential functions of the position.\n\nDesired Skills, Knowledge, and Abilities:\n\n Strong payroll knowledge and attention to detail, with the ability to independently manage a complete payroll process and meet non-negotiable deadlines.\n High degree of integrity, confidentiality, accountability, and professional judgment.\n Strong understanding of internal controls and segregation of duties, and the ability to identify errors, unusual activity, and compliance concerns and escalate issues appropriately.\n Strong reconciliation, analytical, and problem-solving skills.\n Effective written and verbal communication and customer-service skills, with the ability to explain payroll matters clearly and kindly to employees and supervisors.\n Strong organizational skills and ability to manage multiple priorities.\n Proficiency with payroll and timekeeping systems and related reporting tools.\n Reliability, ownership, and follow-through, with a track record of delivering accurate work on recurring deadlines.\n Ability to solve non-routine problems with curiosity and sound judgment, and to recognize when a matter should be escalated.\n Ability to build trusting working relationships across Finance and with departments throughout the University.\n Openness to feedback and a demonstrated commitment to continuous learning and professional growth.\n Emotional intelligence and flexibility in navigating change, ambiguity, and differences in communication style and workstyle.\n Ability to connect day-to-day financial work to PNWU’s mission and to the students and communities the University serves.\n Commitment to process improvement, documentation, cross-training, and responsible stewardship of University resources.\n\nTo ensure full consideration submit:\n\n A letter of introduction outlining background and qualifications for the position.\n Detailed resume.\n Contact information for three professional references.\n\nThe job announcement above is not the full job description but represents the job responsibilities and requirements. A full job description can be provided upon request.\n\nPNWU offers a comprehensive benefits package to eligible employees first of the month following date of hire and competitive salary.\n\nBenefit Package:\n\n Health Benefits - Medical, Dental, Vision, Life Insurance\n Paid Time Off\n 403b with Roth Option\n Paid Holidays\n\nPNWU is a drug-free workplace, equal opportunity employer and educational i