Senior Payroll Specialist

PURPOSE Responsible for the accurate production and timely delivery of two monthly payrolls (exempt & non-exempt salaried, non-exempt hourly, including students). Understands the ADP payroll system to accurately pay employees in compliance with federal and state laws and regulations, such as the Internal Revenue Service (IRS) rules and the Fair Labor Standards Act (FLSA). Assures proper tax treatment, accounting, and disposition of withholdings, including taxes, deductions for benefits, charitable contributions, retirement contributions, and voluntary deductions. Works closely with Human Resource Services, the Accounting/Finance Department, IT, and other University departments, as well as state retirement offices, the IRS, Social Security Administration, and vendors receiving payroll deduction proceeds. Will also be responsible for data entry of payroll records for all full-time, part-time, and student employees and for maintaining payroll employee files. Presents new hire orientation information related to payroll. May make electronic payments and upload electronic files to various vendors. Cross‑trained as primary backup to Payroll Supervisor. ESSENTIAL JOB FUNCTIONS, DUTIES, & RESPONSIBILITIES Ensures proper payment of wages and salaries by maintaining and supervising the data entry and preparation of two monthly payrolls, ensuring timecards are processed correctly, paid leave and holiday pay are applied, overtime is computed, and wages are accurate. Records changes affecting net wages such as exemptions, insurance coverage, and other deductions for each employee to update master payroll records. Adjusts payroll and benefits or deductions as needed. Reconciles and processes monthly payments for insurance, retirement, garnishments, etc., balances accounts, and communicates with outside vendors to confirm billing and payments. Monitors controls related to direct deposit and payroll check disbursement. Prepares accurate and timely payroll tax reporting for federal, state, and local governments, including quarterly reports and annual Form W‑2 issuances. Ensures the ADP payroll system operates as expected, receiving regular software updates, maintaining compliance through controls, monitoring, and collaboration with HR Services and IT Services to adapt programming and reporting. Generates payroll records detailing payees, hours worked for non-exempt employees, wages paid, associated withholdings for retirement and benefits, and taxes withheld; supervises maintenance of payroll records and accounts. Reviews data entry and maintains employee information from PTRs (Personnel Transaction Records), SERs (Student Employment Records), and CWS (College Work‑Study) student forms. Maintains and presents payroll‑related material for new hire orientations. Answers payroll questions from employees via telephone or in person. Works with Accounting/Finance Office personnel to coordinate required accounting processes for monthly, quarterly, and yearly reporting. Performs various journal entries and account reconciliations related to payroll. Maintains knowledge of HR processes and procedures, providing coverage and answering routine questions as necessary. Responds to payroll audit requests. Other duties as assigned. KNOWLEDGE, SKILLS, & ABILITIES Ability to write reports, business correspondence, and procedure manuals, and to communicate effectively both orally and in writing. Ability to solve practical problems and manage variability in limited‑standardization situations. Ability to multi‑task while maintaining close attention to detail and timeliness. Ability to use discretion and judgment, work independently, and maintain confidentiality. Ability to work in a positive, team‑oriented manner with a variety of people, including students, faculty, staff, administrators, vendors, and the public. Requires proficiency in small office equipment and in computers for data entry, word processing, and accounting purposes. A record of inclusive conduct and evidence of multicultural skills in the workplace is preferred. QUALIFICATIONS High School diploma or GED required. Three years of progressively responsible in‑house payroll accounting management experience required, demonstrating knowledge of accounting principles, payroll methods, Department of Labor regulations, federal and state tax regulations, and local and international tax requirements. Proficiency with Excel and/or other spreadsheet and database applications. PREFERRED QUALIFICATIONS Bachelor’s degree in a business‑related field and/or twenty hours of accounting coursework. Supervisory experience. PHYSICAL DEMANDS Light sedentary office work. Prolonged periods of sitting at a desk and working on a computer. Ability to lift and move up to 25 lbs. Vision requirements include close and distance vision for multiple desktop computer screens. #J-18808-Ljbffr