Payroll Analyst (Leaves)

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-Payroll, the Payroll Analyst – Leaves administers and processes various types of employee leaves, including Family Medical Leave Act (FMLA), State and municipal leaves, and ADA leaves, as well as company-specific leave policies. The position ensures compliance with federal, state, municipal, and institutional guidelines while collaborating with multiple departments to ensure the accurate tracking and application of leave policies. Performs related duties as required.

ESSENTIAL DUTIES

Leave Administration & Tracking

·       Monitors, tracks, and processes Family Medical Leave Act (FMLA) usage, including maternity, parental, administrative, military, special, and personal paid/unpaid leave absences, ensuring compliance with applicable laws and policies.

·       Tracks and processes leave requests under the Chicago Paid Time Off Ordinance, ensuring accurate documentation and compliance with local legislation.

·       Collaborates with the Leave Management Department to review and update FMLA policies and procedures, ensuring alignment with current legal requirements and best practices.

·       Works closely with the Employment Services Department to manage and process paid sabbatical leaves for eligible employees.

Compliance with Other Departments

·       Collaborates with Human Resources Directors (HRDs) and HR Specialists across seven campuses, the Benefits Department, Employee Services, and HRIS to ensure consistency and accuracy in leave administration.

·       Updates employee leave records in response to promotions, transfers, or new hires, including adjustments to paid time off (PTO) grants when applicable and monthly leave bank grants, yearly leave bank grants auditing, transfers granting/maintenance, and vacation/deferred final payouts.

Payroll & Time Reporting

·       Reviews, monitors, and verifies the accuracy and completeness of payroll transactions and related leave records, ensuring data integrity in payroll processing.

·       Prepares and reviews daily reports related to leave usage and payroll adjustments to ensure timely and correct processing.

·       Performs data entry in the time and attendance system as needed, ensuring that leave data is accurately reflected for payroll processing.

·       Calculates leave usage and payroll adjustments, ensuring accurate deductions and payments.

Communication & Documentation

·       Prepares written communications, reports, and correspondence related to employee leave requests, ensuring clarity and compliance with applicable policies.

·       Researches confidential employee files to gather necessary data and resolve any discrepancies related to leave usage.

Customer Service & Support

·       Provides exceptional customer service to employees and departments by addressing leave-related inquiries and resolving issues promptly.

·       Adheres to CCC Customer Service Excellence standards

Additional Duties

·       Supports payroll related projects and administrative tasks as needed.

·       Performs other 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, preferably in Accounting, Finance, Business Administration, or a related field

·       Payroll certification (e.g., FPC, CPP) preferred

·       At least three years of experience in payroll, accounting, or auditing required, preferably within a higher education or public sector environment

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

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

·       Strong knowledge of payroll processing, leave management, and federal/state leave laws (FMLA, ADA, state, and local mandates)

·       Strong verbal and written communication skills, with the ability to explain policies clearly to employees and leadership

·       Strong interpersonal skills, with the ability to collaborate effectively with individuals at all levels of the organization, including external parties

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

·       Excellent attention to detail, with the ability to manage large volumes of data with accuracy and efficiency

·       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!