Payroll Officer

Compensation:

Compensation Type:

Exempt

Employment Type:

Regular

Scheduled Weekly Hours:

40

Grade:

E12

Department:

Payroll and Tax

Position Summary

The Payroll Officer works in conjunction with Collaborative for Higher Education Shared Services (CHESS) to oversee all functions of the payroll for college employees. This role ensures payroll processing and reporting compliance with state and federal laws and regulations, policies and procedures, and collective bargaining agreements. This position is responsible for coordinating with CHESS and core departments for maintaining and testing Enterprise Resource Planning (ERP) support work. Coordinates with staff, faculty, and student employees to resolve payroll-related issues and implements process improvements to ensure accurate and timely submissions for payroll purposes. This position reports directly to the Director of Human Resources.

Duties & Responsibilities

• Under general supervision and working with the CHESS Payroll Office and the College’s Business Office, analyzes and reconciles payroll earnings and deductions/liabilities, prepares adjusting entries, and ensures filing of all payroll-related reports.
• Responsible for partnering with CHESS in all payroll functions including planning, organizing, and administering wage and salary payments to employees to ensure tax law changes are captured, overtime and leave payments are accurately processed, and timesheets are submitted and retained appropriately.
• Review the processing and timely submission of employee pay, salary deductions, and liability payments to proper College accounts or external agencies.
• Processes employment contracts, personnel actions, insurance enrollments, retirement forms, etc.
• Audits timesheets for compliance based on established standards.
• Administers HRIS leave processes to ensure accurate reporting.
• Assists with benefits enrollments and administration.
• Assists employees and management in the proper use of the web time entry system.
• Uploads and audits all garnishments, wage assignments, and levies ensuring that all legal requirements are met.
• Manages payroll compliance to federal and state legal requirements including the Fair Labor Standards Act and the Family Medical Leave Act.
• Reviews employer and employee contributions/deductions to appropriate agencies/carriers on a biweekly and monthly basis (e.g., supplemental retirement plans, flexible spending, health insurance, etc.).
• Review monthly and quarterly reports ensuring deadlines are adhered to (e.g., Educational Retirement, Retiree Health Care, Form 941, etc.).
• Work with CHESS to reconcile annual tax statements.
• Participates in internal and external financial audits.
• Provides information to College supervisors and employees to resolve specific problems relating to payroll issues.
• Answers payroll questions and prepares reports for management, agencies, and carriers on related payroll issues.
• Provides information to employees and managers/supervisors on payroll matters, benefit plans, and collective bargaining agreement provisions.
• Participates in the implementation and testing of software upgrades to the Human Resources Module; maintains applicable validation and rule tables.
• Keeps current on payroll tax changes and regulations.
• Analyzes and implements process and procedural improvements.
• Provides payroll reports to various accounting personnel; prepares ad hoc reports.
• Monitors compliance with College policies, procedures, and collective bargaining agreements.
• Partners with CHESS and College departments to ensure the most efficient pay processing and implements process improvements.
• Collaborates with CHESS on ERP functional systems support work; works closely with core offices providing support for departmental functional users for ERP applications.
• Assists with the College’s health plan with day-to-day activities involving protected health information, including but not limited to, assisting with employee claims, coordinating benefits, determining health claim status, determining eligibility for coverage, budgeting and renewal, billing, and collection activities, obtaining assistance from third parties for plan functions, and any other duties.
• Performs other related duties as assigned.

MINUMUM EDUCATION AND EXPERIENCE          

• Associate degree in any field; completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.
• At least 5 years of experience related to the duties and responsibilities required.

PREFERRED EDUCATION AND EXPERIENCE       

• Bachelor’s degree
• 7 years payroll background in higher education.
• Certified Payroll Professional

KNOWLEDGE, SKILLS, and ABILITIES

• Knowledge of generally accepted accounting principles and Governmental Accounting Standards Board guidelines
• Knowledge of computers and job-related software programs
• Knowledge of college policies and procedures, and collective bargaining agreements
• Knowledge of payroll and accounting compliance requirements
• Ability to always maintain strict confidentiality and to recognize situations in which confidentiality is required.
• Ability to meet strict deadlines while maintaining a high degree of accuracy.
• Ability to provide a high level of customer service and teamwork.
• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical skills
• Strong leadership and collaboration skills.
• Ability to adapt to the needs of the organization and employees.
• Ability to prioritize tasks and to delegate them when appropriate.
• Thorough knowledge of employment-related laws and regulations
• Proficient with Microsoft Office Suite or related software
• Proficiency with or the ability to quickly learn the organization's HRIS and talent management systems.
• Knowledge of compensation and benefits
• Ability to multitask.

• Strong critical thinking skills using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Strong complex problem-solving skills with the ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
• Strong judgment and decision making considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Ability to maintain confidentiality.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Normal office environment
• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.

APPLICATION PROCEDURE

A complete application must include 1) a cover letter, 2) a resume, 3) copies of unofficial transcripts conferring the required degree, and 4) names, addresses, and phone numbers of (3) three professional references (at least two must include previous supervisors).

• Candidates who are invited for interviews will be required to submit official transcripts.
• References will be contacted in conjunction with interviews.

Additional required application materials should be sent to:  [email protected] .

EEO STATEMENT: NNMC is an equal opportunity employer.