Payroll Specialist

Position Title: Payroll Specialist Salary Grade: Staff 11 Compensation: $18.45 - 20.34 Department: Payroll_A Start Date: 11/08/2026 About this opportunity: Working for Ball State offers a comprehensive benefits package that includes medical and prescription coverage, dental insurance, flexible spending and health savings accounts, paid time off, holiday pay, a university-funded retirement plan, tuition discounts, and more. This is a full-time, on-campus position. Candidates for searches must have current authorization to be employed in the United States without employer sponsorship. Position Function: Manage the production of accurate and timely payroll for all employees while working in a deadline driven environment. Responsible for administering organizational polices as well as all federal, state, local, and tax regulations. Provide payroll communication, conduct timekeeper training, analyze payroll data, monitor salary budgets including federal work study and grant funds, ensure proper accounting for all payroll-related transactions, and audit payroll records to secure system and data integrity. Prioritize customer service, identify process improvement needs, and manage special projects related to payroll operations. Duties & Responsibilities: 1. Administer the entire payroll process from timecard to paycheck, serving as a subject matter expert for assigned employee group, while maintaining organizational and regulatory compliance. Maintain continual growth of knowledge related to policies, procedures, and regulations as well as continuous review for changes in current policies or regulations as well as make recommendations for procedural changes. 2. Preserve a complete understanding of our timekeeping system to educate employees and timecard managers as well as assist with questions or timecard issues. Audit employee timesheets throughout the pay cycle to ensure accuracy and compliance. Prepare, verify, and upload timekeeping system file (timesheets) into the payroll system. 3. Prepare the payroll system for payroll processing. Audit system tables for correct payroll dates, accurate direct deposits data entry, and complete earnings and deductions records. Review and acknowledge new employee assignments, proofing new jobs information and pay rates from Human Resources for accuracy. Review and correct deduction interfaces from Parking Services, Benefits, and Retirement. Validate garnishments calculations, calculate gross up payments and taxable benefits like moving expense, auto benefits and club dues. 4. Process timely and accurate payrolls in the payroll system. Apply comprehensive knowledge of policies, procedures, and regulations throughout the payroll process to remove roadblocks and resolve issues. Create and maintain the payroll procedures for assigned pay cycle. Review the payroll register for accuracy on new and changed items (earnings and deductions), check gross and net payroll amount for regularity while notating inconsistencies. Produce, confirm for accuracy, and submit the ACH file each pay period. 5. Create, maintain, and utilize files in Microsoft Office (Word, Excel, and Outlook), Workday, Sprintax, and Timekeeping System (Workday) for auditing purposes and to support data integrity. Generate summarized and detailed reports for distribution each pay period. Monitor labor spend related to federal work study and grant funds and make recommendations for labor redistributions. Identify areas of concerns and propose resolutions or procedural improvements. 6. Ensure accurate accounting for payroll liability accounts. Complete requisitions for disbursement of funds to vendors and journal vouchers for wired funds to vendors both timely and accurately. Assist the Controller’s Office with resolving issues related to liability account reconciliation items. Proactively determine the root cause of the reconciling item, update procedures accordingly, and train other members of the Payroll team. 7. Serve as a payroll liaison. Respond professionally, courteously, and timely to all inquiries in person or via the telephone and email, consistently committing to a superior level of customer service. With a people-centered approach, strive for a people-focused resolution. Advise employees on pay policies, practices, and procedures; make decisions about options and provide them to the employee when possible. 8. Develop payroll communication as necessary, provide training on payroll system to supervisors as needed, make suggestions/recommendations for handbook edits/updates to director, and review and provide recommendations/edits for content on the payroll web page. 9. Manage special projects related to payroll. Implement procedural changes and updates. 10. Perform other related duties as assigned. 11. Maintain regular and predictable attendance. Minimum Qualifications: Associate’s degree or equivalent. At least three years of related experience. Proficient with Microsoft Excel. Excellent written and oral communication skills. Preferred Qualifications: Bachelor’s degree from an accredited institution Additional years of related experience. Experience with Workday Human Resources/Payroll. Experience with Workday Timekeeping. What we offer: At Ball State University, we understand the importance of balancing professional responsibilities with personal well-being. That's why we offer paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year. Plus, our paid parental leave (6 weeks) is there for life's most significant moments. We offer affordable health and dental insurance, robust long-term disability and life insurance plans, as well a range of retirement benefits to provide financial security to you and your family. These benefits ensure that you can focus on your work and personal growth without worrying about the unexpected. When you work for us, you are family. And to show our support of your family, we will cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State. We do the same for you. In fact, we'll cover 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition. This offer is good from the very first day you start. It's just one way we do our part to uplift you. Curious about our excellent benefits package? We have developed a calculator that show you the value of our core benefits. Select the Total Compensation Calculator - Staff (Exempt) and download our calculator spreadsheet. Goodness requires action to grow. We're dedicated to doing our part to keep goodness growing in Muncie, at our university, and as far beyond as possible. That's where you come in. When you join our team, you become part of goodness in action. Our main priority: uplifting students so they can discover their full potential. This is how we fly. There are about 3,000 full-time faculty and staff in the Ball State University work family. Each brings unique gifts to help us be the kind of institution we want to be. In return, we do our best to take care of them through comprehensive medical and dental plans, a Health Savings Account (which we contribute to), and a whole range of wellness, retirement, and other benefits like covering the cost of tuition at Ball State for you and your family. We can offer you more. Ball State University is an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, religion, color, sex (including pregnancy), sexual orientation, gender identity or gender expression, disability, genetic information, ethnicity, national origin or ancestry, age, protected veteran status, or any legally protected status. Ball State provides accommodations to qualified individuals with disabilities who can perform the essential functions of the position. Contact Melissa Rubrecht, Director of Employee Relations, at View phone number on click.appcast.io for assistance. People and Culture Services Administration Building (AD), Room G008 2000 University Avenue Muncie, IN 47306 8:00 a.m.-5:00 p.m. Monday-Friday Phone: View phone number on click.appcast.io Fax: View phone number on click.appcast.io #J-18808-Ljbffr Ball State University