Payroll Analyst - Compliance

City Colleges of Chicago’s vision is to be recognized as the city’s most accessible higher education engine of socioeconomic mobility and racial equity – empowering all Chicagoans to take part in building a stronger and more just city.  The community college system’s more than 3,500 faculty and staff serve more than 60,000 students annually at seven colleges and five satellite sites.

Payroll Services facilitates the timely and accurate processing of timekeeping, direct deposit authorizations, employment tax forms, as well as various internal and external payroll deductions. The department is responsible for tax compliance, the filing of federal and state returns and payments. Payroll Services staff use PeopleSoft HCM (HR) to process, calculate, and produce employee paychecks for full-time and part-time employees.

PRIMARY OBJECTIVE

Reporting to the Director of Payroll, the Payroll Analyst - Compliance performs a variety of payroll administration functions, including payroll processing, tax analysis and reporting, garnishment handling, and year-end payroll tasks.

The position requires close attention to detail, the ability to meet strict deadlines, and effective communication with internal and external stakeholders to ensure compliance with tax laws, garnishments, and other payroll-related matters. Performs related duties as required.

ESSENTIAL DUTIES

Payroll Administration & Reporting

·         Prepares and provides regular payroll analysis, reports, and related documents to HR and Payroll management.

·         Ensures accurate and timely processing of bi-weekly, off-cycle, and special payrolls in accordance with established deadlines.

·         Reviews payroll queries and reports to verify accuracy before final processing.

·         Supports Year-End payroll processing, including the preparation and distribution of W-2/W-2C forms.

·         Manages the release of ACH files and ensures compliance with SURS requirements

·         Approves vacation payouts, deferred payments, and termination benefit payments

·         Applies knowledge of collective bargaining agreements to ensure proper payroll processing

Tax & Garnishment Compliance

·         Prepares and submits bi-weekly, monthly, and quarterly tax deposits and filings in a timely and accurate manner.

·         Oversees and processes direct deposit changes, as well as federal and state W-4 form updates.

·         Interprets and processes child support, federal/state levies, and garnishment orders, ensuring timely and accurate deductions and payments.

·         Reviews garnishment payments and coordinates with vendors to ensure compliance with legal requirements.

·         Reviews Tax 900 report for accuracy.

·         Prepares annual reporting for tax and garnishment compliance.

 Collaboration & Communication

·         Serves as a liaison between the payroll department and other internal departments to ensure timely and accurate payments, including garnishments, tax deposits, and union dues.

·         Communicates effectively with employees and leadership to resolve payroll-related issues, inquiries, and discrepancies.

Audit & Compliance Monitoring

·         Assists with internal and external payroll audits, ensuring all processes and reports are in compliance with applicable regulations and institutional policies.

·         Maintains up-to-date knowledge of applicable federal, state, and local payroll laws, rules, and procedures to ensure ongoing compliance.

·         Collaborates with the Payroll Director to test the integrity and functionality of payroll systems.

System Maintenance & Process Improvements

·         Analyzes and monitors daily payroll processing procedures, ensuring updates and changes to the Time and Labor module are implemented effectively.

·         Ensures payroll processes align with CCC policies and procedures, making recommendations for improvements as needed.

·         Performs data entry and mathematical computations in the payroll system as needed.

·         Tests Payroll Systems functionality during upgrades to maintain system integrity.

Additional Duties

·         Assists with payroll account reconciliations and union dues processing as needed.

·         Supports the disbursement of gross-to-net payments, including ACH, State University Retirement System (SURS) contributions, child support, tax deposits, and garnishments.

·         Reviews payroll overpayment processes with other Payroll Analysts and ensures proper resolution.

·         Adheres to CCC’s Customer Service Excellence standards.

·         Performs other payroll-related tasks and duties as assigned by the Director of Payroll.

REPORTING RELATIONSHIPS

Reports To                        Director-Payroll

Direct Supervision          None

QUALIFICATIONS

·         Associate’s degree from an accredited college or university required, preferably in Accounting, Finance, Business Administration, or a related field

·         Payroll certification (e.g., CPP or FPC) is a plus but not required

·         At least three years of experience in payroll administration, tax processing, or a related field, preferably within a higher education or public sector environment

·         An equivalent combination of education and experience may be taken into consideration

·         In-depth knowledge of garnishment processes and payroll year-end reporting

·         Strong understanding of applicable federal, state, and local payroll laws and regulations

·         Experience with payroll software and systems (e.g., PeopleSoft (Oracle) Human Capital Management System, Workforce, or similar) preferred

·         Exceptional attention to detail, with the ability to manage large volumes of data and complex payroll issues with accuracy and efficiency

·         Strong verbal and written communication skills

·         Excellent organizational skills, with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.

·         Excellent customer service and problem-solving skills

·         Ability and willingness to work occasional extended hours during peak payroll periods or special payroll projects

·         Ability to maintain confidentiality and handle sensitive payroll data in compliance with privacy standards and legal requirements

·         Ability to work both independently and as part of a collaborative team

·         Ability to interact effectively with employees, organizational leadership, and external parties as needed

·         Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook)

WE OFFER: Excellent health and welfare benefit package and long-term savings and investment programs including 403(b) & 457(b) Investment Plans and a pension plan with the State University Retirement System (SURS) Plan. Generous vacation, holiday, personal and sick days, and tuition reimbursement. For a more detailed overview of benefits, please visit the benefits page of our website.  

We are an equal opportunity and affirmative action employer. Chicago residency is required for all full-time employees within 6 months of hire. Thank you for your interest in CCC! 

Salary : $49,561 - $58,600