Payroll Specialist

Overview

Payroll Specialist (PS) in the Human Resources department supports payroll processing for all University employees under the supervision of the HRIS/Payroll Manager. The PS monitors, prepares, and processes payroll, distributes reports, and ensures compliance with federal, state, and local tax requirements. The role emphasizes collaboration across HR, Benefits, and other departments, and supports a diverse, inclusive work environment.

• Prepare, review, and audit reports for bi-weekly payroll; serve as primary backup for monthly payroll processing.
• Transmit payroll ACH/electronic files to the University’s financial institution and mail payments in a timely manner.
• Run and audit payroll tax reports and process payments of federal, state, and local taxes through various agency websites and the University portal within required deadlines.
• Run payroll reports and distribute them to HR Representatives and other departments as required.
• Collaborate with HR Representatives to complete biweekly and monthly payrolls and educate supervisors and employees on payroll processes and legal requirements.
• Prepare manual direct deposits/checks, stop payments, voids, and corrections; communicate issues to HR Representatives or employees; process corrective actions in the payroll system; audit documentation.
• Prepare and request payment for payroll deductions for accounts payable processing.
• Prepare necessary journal entry corrections as needed.
• Participate in ongoing testing and updates of the payroll system and the AU Employee Portal.
• Assist with annual payroll calendars for all locations and with the preparation and issuance of W-2s and duplicates.
• File, scan, archive documents, and manage destruction per the University retention policies.
• Assist with research, audits, and reporting of bank reconciliations and unclaimed funds for current and prior fiscal years.
• Track and update personnel actions (salary increases, stipends) in collaboration with HR and Benefits; assist with reports for unions related to wages, leave, and seniority.
• Assist Benefits with review and reconciliation of payroll reports and payments, and with 1095 processing.
• Support HR, departments, and employees; participate in special projects and new technology implementations.
• Perform other duties as assigned.

• Associate's or Bachelor's degree in business or accounting, with 3–5 years' payroll, tax, and routine accounting experience or an equivalent combination of education and experience.
• Strong understanding of payroll processes and related laws/regulations; experience in a higher-education setting preferred; knowledge of taxes and requirements.
• Familiarity with an integrated HR/Payroll software; proficiency in MS Excel and Word, Zoom, and Google Workspace.
• Understanding of bookkeeping practices (payroll, AR/AP, non-profit tax reporting) and ability to prepare bank reconciliations; familiarity with electronic banking and direct deposits.

• At least five years of payroll processing experience.
• Payroll Professional Certification or HR Certification is a plus.

• Accurate data entry and ability to analyze data and prepare reports.
• Ability to prioritize, manage multiple tasks, and meet deadlines in a fast-paced environment.
• Strong interpersonal, organizational, and problem-solving skills; effective collaboration and trust-building.
• Excellent verbal and written communication; ability to handle confidential information with discretion and good judgment.

• Hours:
  
  Full-time position with a schedule set in consultation with the supervisor; extended hours may be required during peak payroll periods.

Voluntary health, dental, and vision plans; retirement plan with employer contribution; life insurance, disability coverage, and other voluntary options; paid time off includes vacation, sick leave, and holidays; tuition remission for employees and dependents; pre-tax and post-tax retirement account options. Benefits details are governed by plan documents and University policies.

Please email a cover letter, CV/resume, and a list of…