Senior Payroll Specialist

The Senior Payroll Specialist is a 100% FTE, non-exempt position responsible for independently performing key operational functions of the University's payroll cycle under the direction of the Finance Manager. This position serves as a primary day-to-day payroll resource requiring a high degree of confidentiality and supports accurate, timely, and compliant payroll processing.

• Independently processes and maintains payroll information, including compensation and other payroll-related changes, time worked, leave, deductions, withholdings, direct deposits, and other payroll data.
• Identifies opportunities to improve payroll processes, controls, system functionality, and employee and manager support and makes recommendations to the Finance Manager.
• Coordinates and independently performs the University's semi-monthly payroll cycle, including pre-payroll preparation, data validation, payroll audits, final processing and transmission, paycheck distribution, and post-payroll reporting.
• Reviews payroll data for accuracy, completeness, and compliance with established procedures and internal controls and resolves discrepancies before payroll transmission.
• Audits new hire documentation and timecards/hours and works with managers to ensure accurate payroll setup and timely approvals in accordance with payroll deadlines.
• Serves as a primary resource for employees and managers regarding paychecks, timecards, payroll deductions, direct deposits, tax withholdings, payroll policies, procedures, and payroll and timekeeping systems.
• Researches and resolves routine payroll discrepancies and system issues and escalates complex, unusual, high-risk, or potentially non-compliant issues to the Finance Manager.
• Serves as a primary resource for payroll system functionality and assists with system configuration, testing, updates, and implementation of payroll-related processes, coordinating with Finance and IT as needed.
• Performs payroll reconciliations, audits, quality-control reviews, and reporting to ensure payroll records and transactions are accurate and complete.
• Supports federal, state, and local payroll tax and regulatory compliance activities, including multi-state payroll tax requirements and reporting.
• Supports annual and periodic payroll audits and year-end payroll activities, including W-2 preparation, reporting, and reconciliation of payroll records.
• Maintains a high degree of confidentiality and security of payroll and employee information in accordance with University policies and applicable laws and regulations.
• Provides training and guidance to employees and managers and provides lead-level guidance and support to Payroll Specialists as assigned.

Required Qualifications

• 3-5 years of progressively responsible payroll processing experience.
• Experience independently processing payroll from pre-payroll preparation through final transmission and post-payroll reporting.
• Experience with payroll audits, reconciliations, payroll reporting, and payroll-related compliance activities.
• Experience with multi-state payroll tax requirements and payroll tax reporting.
• Experience processing payroll data and information in payroll and HRIS systems.
• Experience with third-party payroll systems such as Paycom or ADP required; Paycom experience preferred.
• Experience with timekeeping systems required.
• Fundamental Payroll Certification (FPC) required.
• Strong knowledge of payroll processing principles, practices, procedures, and internal controls.
• Knowledge of federal and state payroll requirements and general payroll compliance practices.
• Strong analytical and problem-solving skills with excellent attention to detail and the ability to meet strict payroll deadlines.
• Excellent customer service and communication skills with the ability to effectively communicate payroll information to employees, managers, and other stakeholders.
• Ability to maintain a high degree of confidentiality and exercise sound judgment when handling sensitive employee and payroll information.
• High-level knowledge of Excel, Word, Microsoft Teams, and Outlook.

Preferred Qualifications

• Certified Payroll Professional (CPP) certification.
• Associate degree in Accounting, Business Administration, Human Resources, Finance, or a related field.
• Experience working in a higher education, nonprofit, or complex organizational environment.
• Experience using AI tools, including ChatGPT and Claude.
• Customer service, call center, or help desk experience.
• Experience identifying process improvements and recommending practical solutions.
• Demonstrated ability to use emerging technology and AI-enabled tools to improve productivity, research, documentation, and workflow efficiency.