Payroll Coordinator

Compensation:

$46,000 - $50,000 DOE

Compensation Type:

Exempt

Employment Type:

Regular

Grade:

E02

Position Summary

The Payroll Coordinator performs activities necessary for the accurate and timely processing of payroll for San Juan College (SJC) employees. This position serves as the liaison between CHESS Payroll and the internal SJC HR, Benefits, Time Keeping and Business Office teams for situations requiring researching and resolving payroll discrepancies.

MAJOR DUTIES

• Facilitates processes for all aspects of the full-cycle employee payroll by running reports and validating payroll and time-and-attendance data for accuracy and completeness while working closely with CHESS Payroll to resolve discrepancies in a timely manner.

• Payroll Coordinator works with employees and managers to reconcile and resolve any differences identified in the pay period audit process.

• Ensures that all non-exempt employee timesheets are approved by supervisors by the pay period deadlines by running and reviewing appropriate reports in Workday.

• The Payroll Coordinator works with employees and managers to reconcile and resolve any differences identified in the pay period audit process.

• Approves, validates, and processes Workday transactions for a prior pay period and if due to late or incorrect salary processing.  Notifies CHESS of payroll adjustments in Workday by the deadline of payroll processing week. 

• Notifies CHESS Payroll of immediate separations in a timely manner for resolution.

• Partners with Human Resources on all matters involving employee’s compensation, benefits and disability payments to facilitate payroll processing.

• Communicates with and provides guidance to employees on entry of time in accordance with College policies. 

• Provides prompt, courteous, and efficient customer service to employees who have questions regarding their pay, deductions, or the payroll process.

• Assists in the initiation of payment for payroll deduction and benefit liabilities, which may include accessing supplier systems.

• Receives and delivers writs of garnishment to CHESS Payroll immediately upon receipt and notifies the employee of the garnishment. Provides court-requested information, and signed writs of garnishments back to the court.

• May be responsible for participating on relevant teams to make recommendations regarding potential Workday configuration changes due, and testing any configuration changes in a timely manner in alignment with CHESS payroll testing.

• Responsible for employee W2 reprints for employees not signed up for electronic disbursement.

• Conducts reversals of direct deposits by working with CHESS and validating overpayment.  

• Notifies employees of uncashed checks and works with CHESS Payroll regarding reissuance, as needed. 

• Ensures manual W-4 and direct deposit forms are provided to CHESS payroll for processing.

• May assist with Comprehensive Annual Financial Report.

• Makes timely and accurate payment submissions to various investment suppliers of the 403(b) and 457 retirement plan contributions, as well as voluntary employee charitable deductions

• Coordinates and conducts staff trainings as needed for process changes and updates.

• Responsible for understanding changes to laws and/or regulations impacting payroll tax calculations and their impact. 

• Notifies CHESS of College holidays, changes to holidays, and inclement weather days.

• Notifies Business Office of changes to employee work locations for out of state registrations. 

• Prints and disburses employee manual paychecks. 

• Reviews procedures for payroll processes and makes recommendations for improvements when necessary.

• Performs related duties as assigned.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of college payroll processes and guidelines.

• Knowledge of federal and state payroll laws and labor laws.

• Knowledge of New Mexico Higher Education Department policies and procedures.

• Knowledge of generally accepted accounting principles (GAAP) and Governmental Accounting Standards Board (GASB) guidelines.

• Knowledge of college policies and procedures.

• Knowledge of computers and job-related software programs.

• Skill in handling sensitive and confidential information.

• Skill in decision-making and problem-solving.

• Skill in interpersonal relations and in dealing with the public.

• Skill in oral and written communication.

SUPERVISORY CONTROLS

The supervisor makes assignments by defining objectives, priorities, and deadlines; assists employee with unusual situations which do not have clear precedents.  The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and compliance of the final results.

GUIDELINES

Guidelines include compliance with GAAP, GASB standards, federal Fair Labor Standards Act requirements, New Mexico Higher Education Department guidelines, and college policies and procedures. These guidelines require judgment and interpretation in application to ensure compliance and strict adherence to internal controls.  

COMPLEXITY/SCOPE OF WORK

The Payroll Coordinator is responsible for ensuring accurate and timely processing of payroll for San Juan College (SJC) employees. This position serves as the liaison between CHESS Payroll and the internal SJC HR, Benefits, Time Keeping and Business Office teams for situations requiring researching and resolving payroll discrepancies.  

The work consists of varied payroll, accounting, and administrative duties requiring many different and unrelated processes and methods.  Strict regulations, deadline-driven intricate processes, and the need for accuracy contribute to the complexity of the position.

CONTACTS

                                                                     

• Contacts may typically be with all College employees due to the nature of the position, shared payroll services (CHESS), bankers, auditors, insurance company representatives, retirement account administrators, actuaries and vendors.

• Contacts are typically to provide prompt, courteous, and efficient customer service to employees who have questions regarding their pay, deductions, or the payroll process; to give or exchange information; to resolve problems; to provide the requested information to auditors and actuaries; or to reconcile, justify, defend payroll or tax-related matters.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table. The employee occasionally lifts light objects.

• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

This position does not have supervisory duties.

MINIMUM QUALIFICATIONS

• Associates degree preferred; strong math and accounting skills, communication, confidentiality, decision making, discretion, and attention to detail required.

• Must have sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with a minimum of two to four years’ experience.

The following REQUIRED documents must be submitted with application in order to be considered . Upload all required documents under the Application Questions 2 section for "Additional Documents Required".

• Cover Letter (Required)
• Curriculum Vitae (CV) or Resume (Required)
• List of 3 Supervisor References. (Required)
• Unofficial Transcripts with qualifying degree conferred. (Optional)
• Letters of Recommendation (Optional)

This position will remain open until filled with the first review of applications occurring on Tuesday, February 20, 2024.

EEO STATEMENT: San Juan College is dedicated to providing equal employment and educational opportunities without regard to race, color, religion, sex, sexual orientation, gender identity, national origin. disability, age, genetic, veteran's status, or on the basis of any other category protected under federal, state and local laws.