Coordinator, Payroll Services

Description

Heartland Community College seeks applicants for a full-time position in the Business Office to provide administrative and operational support for the College’s payroll functions. Responsibilities include assisting with payroll processing, timekeeping, maintaining accurate payroll records, and responding to employee inquiries to ensure employees are compensated accurately and on time. The position requires maintaining the confidentiality of sensitive information, supporting compliance with College policies and applicable state and federal regulations, and collaborating with Human Resources, the Business Office, and other campus departments to support efficient and effective payroll operations.

General responsibilities include, but are not limited to

• Assist with processing biweekly payrolls and review compliance with the Fair Labor Standards Act (FLSA), College, and other state and federal regulations. Help prepare electronic payroll information for employees. Coordinate with Payroll colleagues to facilitate accurate, timely payroll processes.
• Review timesheets and leave records for completeness and accuracy, and communicate with supervisors and employees regarding corrections as needed.
• Maintain the payroll ERP software and collaborate with Human Resources staff on tasks related to both departments. Enter and maintain employee payroll information, including direct deposits, tax withholding changes, deductions, and other payroll-related updates. Prepare payroll deductions, garnishments, and other withholdings and distribute
  checks/electronic payments to appropriate agencies. Provide supporting documentation for accounts payable vendor payments.
• Assist employees with payroll-related questions and provide excellent customer service in resolving payroll concerns.
• Maintain payroll records and supporting documentation in accordance with College policies and applicable regulations.
• Assist with the reconciliation of payroll transactions and research discrepancies as assigned.
• Support the preparation and distribution of annual wage and tax statements (W2s), payroll quarterly reports, and other payroll reporting requirements.
• Prepare reports and spreadsheets related to payroll processing, leave usage and deductions, and other payroll functions.
• Process and distribute payroll and related payroll communications. Maintain an emphasis on providing excellent customer service as duties and responsibilities are fulfilled. Treat information and documentation with sensitivity and protect the confidentiality of matters related to payroll and accounting matters.
• Assist with annual audit processes, including financial information requested by the external accounting firm.

Requirements

• Associate degree OR equivalent education/experience.
• Work experience in a directly related field, including but not limited to payroll processing or accounting.
• Proficiency in Microsoft Office applications, especially Excel and Word.
• Basic math and reconciliation skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to work effectively with diverse populations, including employees, students, external agencies, and the community.
• Strong organizational skills, attention to detail, ability to problem-solve, work independently, and use professional judgment.
• Ability to maintain confidentiality, demonstrate a high degree of professionalism, and work independently within strict timeframes and deadlines.

Desired Qualifications

• Experience with payroll processing.
• Familiarity with UKG timekeeping and payroll software.
• Familiarity with PeopleSoft procurement/purchasing.
• Experience working in higher education or governmental finance operations.