Payroll Specialist

Payroll Specialist

The Payroll Specialist is responsible for administering and processing payroll activities for faculty, staff, student employees, temporary employees, and other employee groups. The position performs payroll calculations, auditing, reconciliation, tax and deduction processing, payroll reporting, and compliance monitoring to ensure accurate and timely payroll operations. The Payroll Specialist serves as a subject matter expert for payroll processing, Workday payroll transactions, payroll taxation, earnings and deductions, time and attendance administration, and payroll compliance.

The position works closely with Human Resources, Benefits, Finance, and departmental leaders to ensure payroll activities are completed accurately and in accordance with institutional policies and applicable federal, state, and local regulations. The Payroll Specialist supports a complex payroll environment that includes multi-state employment, student employee populations, and integration with Workday and ADP tax compliance services. Workday payroll processing incorporates payroll inputs, calculation processes, time tracking, tax elections, direct deposits, audits, retroactive processing, and payroll settlement activities.

• Process biweekly payrolls.
• Review payroll transactions for accuracy and completeness.
• Validate earnings, deductions, direct deposit information, and tax with holdings.
• Process retroactive pay adjustments, supplemental payments, overloads, stipends, and special compensation.
• Review and reconcile payroll registers prior to payroll finalization.
• Assist with payroll balancing and payroll close activities.
• Monitor payroll deadlines and ensure timely completion of payroll processing activities.

• Process payroll transactions in Workday.
• Review payroll inputs, payroll calculations, and payroll results.
• Validate payroll data generated through Workday business processes.
• Support payroll testing activities for Workday enhancements and upgrades.
• Troubleshoot payroll processing issues and coordinate resolutions.
• Assist with payroll reporting and payroll audit activities.

• Review employee tax withholding elections.
• Assist with payroll tax reconciliations.
• Support multi-state payroll tax administration activities.
• Review payroll tax reports and exception reports.
• Research and resolve payroll tax discrepancies.
• Assist with year-end payroll activities, including W-2 processing.
• Monitor compliance with wage and hour laws, payroll regulations, and institutional policies.
• Coordinate with a third-party tax service provider (currently ADP).

• Reconcile payroll files, deductions, and benefit with holdings.
• Prepare payroll reports for HR, Finance, and departmental leadership.
• Audit payroll records to ensure accuracy.
• Assist with payroll-related accounting reconciliations.
• Support audit requests and provide required documentation.
• Maintain payroll processing records and supporting documentation.

• Review employee time entries and leave transactions.
• Verify overtime calculations and payroll adjustments.
• Resolve timekeeping discrepancies.
• Coordinate with supervisors regarding payroll-related approvals.
• Ensure compliance with institutional timekeeping requirements.

• Respond to payroll inquiries from employees and managers.
• Explain payroll calculations, tax withholding, and deductions.
• Assist employees with payroll forms and documentation.
• Research and resolve payroll-related concerns.
• Maintain confidentiality of employee payroll records and information.

• Identify payroll process improvement opportunities.
• Participate in payroll workflow redesign efforts.
• Assist with payroll procedure development and documentation.
• Recommend automation and system enhancement opportunities.
• Participate in continuous improvement initiatives.

• Bachelor's degree in Accounting, Finance, Human Resources, Business Administration, Public Administration, or related field.
• OR Equivalent combination of education and relevant experience.

• Three to five years of progressively responsible payroll experience.
• Experience processing payroll in a complex organization.
• Experience utilizing payroll systems and reporting tools.
• Experience performing payroll audits and reconciliations.
• Experience supporting payroll compliance activities.

• Knowledge of payroll processing principles and practices.
• Understanding of federal and state payroll tax requirements.
• Knowledge of wage and hour regulations.
• Understanding of payroll accounting concepts.
• Strong analytical and problem-solving skills.
• Advanced attention to detail and accuracy.
• Strong customer service skills.
• Excellent written and verbal communication skills.
• Ability to prioritize work and meet strict deadlines.
• Ability to maintain confidentiality.