Payroll Specialist

Payroll Specialist

Job Status:
Full Time, Exempt

• Process salary and hourly payrolls for faculty, staff, and student workers, ensuring accurate data entry, timely payroll and tax processing, and compliance with all applicable laws and regulations.
• Process, track, and apply garnishment deductions from net pay.
• Advise the University on payroll-related issues, including IRS updates and regulatory changes.
• Review compensation policies and monitor one-time payments in coordination with HR and the Provost’s Office.
• Ensure accurate preparation and distribution of W‑2s and other external payroll reporting.
• Prepare clear, accurate reports for University administration and external agencies to support compliance with policies, procedures, and grant requirements.
• Maintain confidential electronic and paper filing systems.
• Coordinate payroll activities with Human Resources and Financial Services staff to ensure timeliness, accuracy, and adequate internal controls.
• Reconcile payroll-related withholding accounts, including taxes, 403(b), flexible spending, and HSA deductions.
• Ensure timely tax wire submissions to ADP.
• Maintain knowledge of taxability rules and benefit eligibility for various types of pay.
• Gather and provide data for workers’ compensation reporting, Form 990, annual audits, and other compliance needs.
• Maintain knowledge of student payroll requirements, including Federal Work-Study, payroll taxes, earning limits, and international tax considerations.
• Identify and implement process improvements related to payroll data flow and recording.
• Coordinate with ADP on responses to IRS, state, and local tax authority notices.
• Participate in teams addressing payroll-related issues as needed.
• Respond to payroll questions from faculty, staff, and students.
• Support cross-divisional special projects as assigned.
• Review employee expense reports.
• Provide front-desk support for the Financial Services office, including screening and routing inquiries as needed.

• Entry-level candidates are encouraged to apply.
• Proficiency with Microsoft Office Suite, especially Excel.
• Experience with Workday or other payroll software is a plus.
• Experience with ADP Smart Compliance is a plus.
• Some prior payroll experience is expected; payroll certifications (FPC or CPP) are a plus.
• Familiarity with the campus community is helpful, though not required.

1. Commitment to the educational mission of Calvin as a Christian liberal arts university affiliated with the Christian Reformed Church.
2. A commitment to the Christian faith and to the integration of faith, learning, and student development.

Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity, including, but not limited to, race, gender, physical limitations, class, or religious perspectives.