POSITION IDENTIFICATION
TITLE Payroll Specialist
CLASSIFICATION NUMBER 4052
GRADE 42
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Director of Payroll
GENERAL FUNCTION
The Payroll Specialist is responsible for the processing and timely delivery of assigned payrolls. This position uses an understanding of the University’s in-house payroll system to accurately pay employees in compliance with federal and state laws and regulations, such as the Internal Revenue Service (IRS) and Fair Labor Standards Act (FLSA) rules and regulations. The Payroll Specialist helps to assure proper tax treatment, accounting, and disposition of withholdings such as taxes, deductions for benefits, charitable contributions, retirement contributions, other savings, etc. This position exercises independent judgment and discretion in planning and carrying out the details of work procedures and methods.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent is required; a Bachelor’s degree
is preferred.
Experience: With a high school diploma or the equivalent, three years of progressively
responsible administrative experience in payroll processing is required; with a Bachelor’s
degree, one year of progressively responsible administrative experience in payroll
processing is required. Experience producing payrolls with in-house payroll systems
is required. Experience producing payrolls for an employer with at least two-hundred
and fifty employees is preferred.
Skills: Knowledge of payroll and accounting principles, payroll methods, Department of Labor regulations, and federal and state tax regulations is required. The ability to work independently and a working knowledge of Word and Excel is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Helps to ensure proper payment of wages and salaries by using the in-house payroll system to correctly process salaries and reported hours worked, correctly utilize paid leave and holiday pay, correctly accrue compensatory time, and correctly compute overtime while meeting deadlines.
2. Generates records of payrolls showing each payee, hours worked for nonexempt employees, wages paid, associated withholdings for retirement, benefits, and other contributions, and taxes withheld, maintains payroll records and accounts, and prepares journal entries related to payroll in a timely manner.
3. Facilitates employee participation in various voluntary payroll deduction options by processing voluntary deduction forms, which includes verifying employee eligibility and checking the accuracy of completed forms, and by ensuring the authorized deductions are made from employee paychecks and disbursed to the proper agencies and/or companies designated by the employee.
4. Reviews Personnel Action Forms to verify correct data entry.
5. Prepares required and assigned reports by compiling, researching, and analyzing data and performing monthly and annual reconciliations.
6. Helps to assure the correct tax processing of employee fringe benefits and application of appropriate withholding and reporting procedures.
7. Coordinates with Human Resources for proper benefit and deduction set-up, verifies and processes unused vacation and sick leave payouts, and terminates all payroll deductions for retiring and terminating employees.
8. Calculates adjustments for back pay, adjusts deferred pay for faculty beginning or leaving during the academic year and calculates pro-rated pay for Per Course or Graduate Assistants that terminate or begin work mid-semester, and processes all labor redistributions for assigned payrolls.
9. Trains new approvers on timesheet and leave report approval, assists employees having trouble accessing their timesheets, and contacts employees who haven’t submitted their timesheets for processing.
10. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
11. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development seminars, and attending training and/or courses as directed.
12. Contributes to the overall success of the Office of Financial Services by performing all other duties and responsibilities as assigned, acting as a back-up for other positions as needed, maintaining high levels of accuracy, maintaining a professional demeanor and appropriate levels of confidentiality, and providing excellent customer service.
SUPERVISION
The Payroll Specialist has no supervising duties.
OFFICE OF HUMAN RESOURCES
JUNE 2023
