Payroll Financial and Tax Coordinator; ERP Backfill Job Elgin area,Illinois USA,Finance & Banking

Position: Payroll Financial and Tax Coordinator (ERP Backfill)

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Payroll Financial and Tax Coordinator (ERP Backfill)

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Position Details

Job Title: FINANCIAL COORDINATOR

Position Number: 8102871

Work Modality: Hybrid – 3 In-Person

Is this request for the creation of a new Position (or the modification of an existing Position) to temporarily support the Work Day ERP? No

Job Category: University Staff

Job Type: Full-Time

FLSA Status: Non-Exempt

Campus Department Name: CONTROLLER

Location Code: PAYROLL SERVICES (04400D)

Is this split and/or fully grant funded? No

Duties and Responsibilities

Job Summary

The Payroll Financial and Tax Coordinator supports the day-to-day payroll operations and tax compliance functions of the University’s Payroll Services department. This role requires working knowledge of payroll timekeeping systems, specifically UKG Ready, as well as familiarity with federal, state, and local payroll tax documentation and reporting. The Coordinator works both independently and collaboratively with senior Payroll Services staff to process and audit timecards, assist with tax reporting workflows, manage employee records, and respond to payroll inquiries.

This position is appropriate for a candidate with direct payroll experience in a university or institutional setting who is prepared to contribute immediately and grow into broader compliance responsibilities over time.

Responsibilities

Payroll Systems & Timecard Administration

UKG Ready Operations:
Processes and audits employee timecards in UKG Ready, including records for student workers, multi-job employees, and exempt staff. Ensures accuracy and compliance with FLSA requirements and University policy.
Access & Account Maintenance:
Supports UKG user account administration, including identifying locked accounts, enforcing SSO protocols, and coordinating access updates with the system administrator.
Payroll Cycle Coordination:
Assists with bi-weekly payroll cycle documentation, global sign-off preparation, and inter-departmental coordination to ensure processing deadlines are met consistently.
Reporting & Interfaces:
Assists with the creation and maintenance of UKG-to-Lawson batch interfaces and generates operational reports to support payroll accuracy and audit documentation requirements.

Tax Compliance & Reporting

Tax Documentation & Filing Support:
Assists with the compilation and organization of materials for federal, state, and local payroll tax filings, including quarterly reports and amended returns, in coordination with third-party tax administrators and senior staff.
Compliance Record Management:
Maintains accurate and organized records of W-4 changes and adjustments, state tax forms, and related compliance documentation to support audit readiness and regulatory requirements.
SUI & Unemployment Reporting:
Assists with the preparation and submission of Illinois Department of Employment Security (IDES) unemployment reports and tracks State Unemployment Insurance (SUI) rate updates and agency notices.
FICA & NRA Data Support:
Supports FICA reconciliation tasks and assists with data entry and documentation for Non-Resident Alien (NRA) tax coordination, based on direction from the Tax and Compliance department.

Payroll Administration & Financial Operations

Direct Deposit & ACH Processing:
Processes direct deposit requests and assists with monitoring ACH return items in coordination with Cash Management. Supports timely identification and reprocessing of returned funds.
W-2 Administration:
Assists with the preparation and distribution of W-2 forms through the E-Pay/ESS system. Responds to employee inquiries regarding W-2 access, corrections, and delivery.
Absence & Leave Tracking:
Enters and audits absence-related time entries—including vacation, sick, holiday, personal, and FMLA—in the UKG system. Coordinates with Benefits staff to ensure accurate leave coding and accrual balances.
Check Production Support:
Assists with the…