Payroll Specialist

Responsible for timely and accurate preparation and production of all campus payrolls and associated reporting.

ESSENTIAL DUTIES and RESPONSIBILITIES:

1. Payment of salaries and wages
   • Proofs employee master file for correct department, wage, social security number and W-4 information.
   • Processes contracts for salaried employees and computes new faculty/staff benefit levels.
   • Verifies accuracy of timecards.
   • Prepares bi-weekly payroll for non-exempt staff and students and monthly payrolls for exempt faculty and staff.
   • Proofs payroll register containing tax and deduction information.
   • Proofs salary changes, as needed, and manages salary accruals when applicable.
   • Administers irregular payments related to summer camps, grant funded projects, and benefits subject to employment taxes.
   • Reconciles completed payroll files prior to disbursement.
2. Deductions
   • Obtains and maintains data to create necessary payroll deductions including supplemental life insurance, flexible benefits, dental insurance, accounts receivable, rent payments, payroll advances, and garnishments.
   • Manages deduction changes as needed.
   • Utilizes spreadsheets to reconcile dental and flexible benefit programs.
3. Payroll-Related External Payments
   • Makes tax payments as required by law including FICA/Medicare, federal withholding, and state withholding.
   • Verifies accuracy of contributions for health savings accounts, flex health, and flex dependent care.  Submits payments for these benefits to third-party administrators.
   • Administers all Tax-Deferred Annuity (TDA) and Roth Annuity payroll deductions and monthly billings.
   • Reviews laws affecting TDA and Roth contributions and calculates maximum contributions allowable by law.
   • Manages TIAA CREF retirement plan employer contributions due each month for participating employees.
   • Ensures that employees are added to the retirement plan when appropriate and contributions are calculated accurately.
4. Payroll Reporting
   • Gathers data to create and distribute payroll reports as needed. Reports include payroll specific reports, quarterly reports, W-2 reports, and departmental reports as requested.
   • Provides information to external auditors in conjunction with the annual financial statement audit, federal funds single audit, 403(b) retirement plant audit, and worker’s compensation audit.
   • Works with Information Technology Services to create reports that will generate data necessary to complete regular payroll tasks and special projects as requested.
5. Research
   • Conducts research regarding employment regulations as set forth by entities such as the Internal Revenue Service and the Department of Labor.
   • Advises management in the process of determining compensation arrangements that consider Fair Labor Standards Act requirements as well as tax reporting and withholding implications.
   • Models tax withholding and benefit deduction scenarios as requested by management.
6. Other duties as assigned
   • Assists with customer service in the Human Resources (HR) office. This responsibility includes coordinating breaks and time off with HR employees, answering HR phone calls, and assisting HR office visitors.
   • Performs reconciliations of various general ledger accounts and researches any imbalances.

EDUCATION, EXPERIENCE and SKILLS:

• Education:  Associates degree required.  Bachelor’s degree preferred.
• Experience:  Three to five years of payroll experience with proven ability to keep up-to-date on IRS payroll regulations pertaining to both US residents and nonresidents for tax purposes. 
• Skills: To perform this job successfully, an individual must:
  • Be able to utilize Colleague database software, Glacier nonresident alien tax software, and Business Objects reporting software to satisfactorily perform each essential duty.
  • Ability to utilize Microsoft Excel and read/write advanced Excel formulas is required.
  • Must be able to manage time effectively by prioritizing tasks, organizing information from many sources, and identifying problems early in the payroll process in order to meet tight payroll deadlines.
  • Must be able to read, analyze, and interpret payroll periodicals, technical procedures, or governmental regulations.

PHYSICAL DEMANDS and WORK ENVIRONMENT:

• Physical Demands: Sedentary work: involves sitting most of the time, but may involve walking or standing for brief periods of time; includes exerting up to 10 pounds of force occasionally and/or the ability to lift, carry, push or pull, or otherwise move objects with a negligible amount of force.
• Work Environment: Pleasant, smoke free, air conditioned in summer and comfortably warm in winter.