Payroll Administrator

The Payroll Administrator oversees accurate, timely, and compliant payroll processing for the University employees while contributing payroll and accounting expertise to a collaborative campus community grounded in Franciscan values. Key responsibilities include payroll accounting, tax compliance, reconciliations, and payroll withholdings and deductions in accordance with applicable federal and state regulations.

The position serves as a campus resource for payroll-related inquiries and collaborates with Human Resources, the Career & Professional Readiness Center, Technology Services, other University departments, and external organizations to support efficient and compliant payroll operations.

In-House Payroll Processing (40%)

• Prepare, process, review, and reconcile biweekly payroll using the University's in-house payroll system.
• Ensure accurate calculation and timely payment of employee compensation and stipends, including proper tax withholdings, deductions, and other payroll transactions.

Payroll Accounting and Reconciliation (15%)

• Prepare payroll journal entries and reconcile payroll-related general ledger accounts.
• Maintain accurate payroll accounting records, prepare reports, and support ad hoc requests and audits.
• Oversee and coordinate federal, state, and local payroll tax filings, payments, and year-end Forms W-2 and W-3 reporting; reconcile payroll tax data and resolve discrepancies in coordination with the payroll service provider, as applicable, to ensure accuracy and timely compliance.

Payroll Support and Compliance (25%)

• Respond to employee and departmental payroll inquiries accurately, professionally, and confidentially.
• Maintain payroll records and ensure compliance with applicable federal and state payroll laws, regulations, and University policies.
• Coordinate payroll and tax requirements for international employees with appropriate University departments, as needed.

Payroll Systems, Internal Controls, and Office Administration (20%)

• Collaborate with Human Resources and Technology Services on payroll system updates, regulatory changes, and process improvements.
• Establish, maintain, and strengthen payroll procedures, and documentation to ensure accuracy, data integrity, confidentiality, and regulatory compliance.
• Stay current with payroll regulations and technology through professional development.
• Provide oversight to student support staff as needed.
• Perform other duties as assigned.

Education

An associate degree in Accounting, Business Administration, Human Resources, or related field is required. A bachelor’s degree is preferred.

Years of Experience

At least three years of progressively responsible in-house payroll accounting experience, including hands‑on payroll processing.

Knowledge, Skills, and Abilities

• Knowledge of accounting principles, payroll practices, and applicable federal and state payroll and tax requirements.
• Proficiency with payroll systems and Microsoft Excel.
• Strong attention to detail, sound judgment, and the ability to consistently meet recurring deadlines while protecting confidential information.
• Clear communication skills and a collaborative, service-oriented approach.
• Experience with international employee payroll processing is a plus.

Working Conditions / Physical requirements

Standard office environment. Regular use of a computer and exposure to video display screens. The position requires the ability to sit for extended periods, communicate effectively, and use standard office equipment. Occasional extended hours may be required during audit, tax, budget, year-end close, or major reporting deadlines.