Payroll Coordinator - St. Mary's University

The Payroll Coordinator is responsible for the accurate and timely preparation and submission of the University's payroll. The position performs the verification, reconciliation, and maintenance of confidential and sensitive payroll data.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Enters, maintains, and processes information in the payroll system (Banner); new hires, separations, hourly rates, salaries, other compensation, time worked, paid leave and holidays, deductions and tax withholding, and other pay-related information.
• Collects, monitors, and retains documentation for each semi-monthly and monthly payroll and ensures compliance with federal, state, and local payroll, wage, and hour laws and best practices.
• Ensures timely and accurate entry of garnishments (Child Support, Tax Levy's, Bankruptcy Notices, etc.), employee salary verifications, benefit deductions, withholding changes, Submits payments to appropriate entities.
• Identifies, corrects, and escalates payroll issues and discrepancies; addresses and resolves payroll related inquiries and issues in a timely and professional manner. Makes payroll adjustments when necessary.
• Processes and produces manual checks, and prepares direct deposit ACH file for transmission to the bank. Resolves any ACH issues with financial institutions (banks, credit unions, etc.)
• Reviews and processes employee time data, reconcile variances, validates reports and reconciles payroll prior to transmission
• Creates, audits, and maintains electronic employee payroll files and records
• Coordinates with timekeepers, human resources, and other areas to ensure proper flow and timely processing of payroll data
• Provides support with the online time and attendance (timesheets); sets up approvers; audits missing approvals, sends electronic reminders, and makes contact with employees to ensure payroll deadlines are met
• Assists in the completion of the annual tax filing processes including printing and filing annual tax forms (941's and W2s) and issuing payment for employment taxes
• Prepares and processes voluntary employee deduction (United Way, Annual Fund, etc.), monthly benefit billing invoices, and reconciles respective accounts
• Prepares monthly reconciliations of payroll related accounts (tax liability and various employee receivable accounts); Completes all payroll reports for leadership in a timely manner
• Performs fiscal, calendar, and periodic updates and maintenance of payroll system (creation of payroll tables, legal updates, tax tables, etc.) into the payroll system.
• Conducts payroll compliance checks and keeps current with Federal and State payroll laws and regulation changes
• Provides support with financial audits and special projects and cross-trains in all areas of payroll process and related finance processes
• May assist with the training and supervision of student workers
• Performs other duties as assigned

QUALIFICATIONS:

• High school diploma or GED required; Associate or Bachelor's Degree from an accredited college or university, preferred
• 3 years of experience processing payroll or similar experience
• Experience with filing payroll tax forms and/or Banner ERP system is highly desirable.
• Knowledge of practices and procedures used in payroll administration and of principles and practices of financial accounting.
• Must clear and maintain a favorable background investigation and clearance.
• Must have valid driver's license, motor vehicle liability insurance, and personal injury insurance, or have a self-reliant source of transportation to conduct business on a daily basis
• Must have the ability to demonstrate intermediate skills in MS Office/ MS 365 (Word, Excel, Outlook, Teams, and Zoom or similar platforms); familiarity with financial systems (Banner), reporting tools (Argos), document management solutions (BDM), preferred
• Must have excellent verbal and written communication skills; strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; ability to work effectively with the general public as well as students
• Must have high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; display solid problem solving and interpersonal skills; work well independently and as part of a team; professional demeanor, appearance and strong work ethic required
• Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals)

PHYSICAL DEMANDS:

• Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day-to-day business.
• While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.
• Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
• Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
• Constantly operates a computer and other office productivity machinery.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer. The University is committed to furthering diversity, equity, and inclusion and encourages all qualified candidates apply.