Payroll Administrator

Reporting to the Associate Director, the Payroll Administrator is responsible for overseeing the daily operations including customer service and end-to-end processing of multiple biweekly payrolls utilizing Workday HCM to ensure accurate and timely payment to all employees. This role processes regular payroll as well as special payments such as sick buy-back, net pay reissues, and other out-of-sequence payrolls. The Administrator reviews and analyzes employee transactions and time reports to ensure compliance with federal and state regulations, college policy, the employee handbook, and provisions of collective bargaining agreements. The role also involves customer service, tax filing, reconciliation, and system maintenance.

Must Have

• Oversee daily payroll operations, including customer service and end-to-end processing.
• Process multiple biweekly payrolls accurately and timely using Workday HCM.
• Process special payments like sick buy-back and net pay reissues.
• Review and analyze employee transactions and time reports for compliance.
• Communicate effectively with employees, departments, and agencies regarding payroll inquiries.
• Manage the payroll ticketing system (Halo).
• Ensure accuracy of gross-to-net calculations, deductions, contributions, and garnishments.
• Maintain compliance with federal, state, and local payroll laws and regulations.
• Support calendar year-end processes, including W-2 preparation and reconciliation.
• Run reports for periodic, quarterly, and annual tax filings.
• Assist with fiscal year-end entries.
• Track garnishments and advance repayments.
• Reconcile payroll tax records with ADP, tax agencies, and accounting.
• Partner in Workday testing for system projects and releases.

Perks & Benefits

• Health insurance
• Retirement
• Tuition assistance
• Flexible spending accounts
• Work-life balance

JOB DESCRIPTION SUMMARY

Reporting to the Associate Director, the Payroll Administrator is responsible for overseeing the daily operations including customer service and end-to-end processing of multiple biweekly payrolls utilizing Workday HCM to ensure accurate and timely payment to all employees. This role processes regular payroll as well as special payments such as sick buy-back, net pay reissues, and other out-of-sequence payrolls. The Payroll Administrator reviews and analyzes employee transactions and time reports to ensure compliance with federal and state regulations, college policy, the employee handbook, and provisions of collective bargaining agreements.

JOB DESCRIPTION

Customer Service

• Communicate via email, in-person, phone and videoconference responding to employees, departments, managers, or agencies with questions related to pay, deductions, taxes, etc. Research and respond to payroll inquiries.
• Manage the payroll queue in Halo ticketing system.
• Send general reminders related to time entry and approval deadlines, year-end processing, etc.
• Create and update procedure and job-aid documentation for the department and community use.
• Maintain accurate information on website and in Workday including setting up processing for future payroll, vacation and holiday calendars.
• Serve as back-up for unemployment and employment verification requests.

Payroll Processing

• Coordinate all aspects of biweekly payroll processing for multiple pay groups, including auditing, analyzing, verifying, and entering payroll items.
• Ensure accuracy of gross-to-net calculations, benefit deductions, retirement contributions, tax withholding, union dues, and garnishments.
• Review reported time, follow up with managers and employees, evaluate time and adjustments from prior pay periods; evaluate unprocessed time and clean-up unsubmitted time entries.
• Run payroll audit reports in preparation for processing, follow up as needed and make adjustments/fixes for accurate and timely payment.
• Communicate about missing direct deposit information, distribution of printed checks or pay cards, net pay reissues, direct deposit rejects, and stale dated checks.

Payroll Knowledge, Reporting, Tax Filing and Reconciliation

• Maintain compliance with federal, state, and local payroll laws and regulations including wage and hour, tax and reporting requirements.
• Develop strong understanding of collective bargaining agreements including time entry codes, pay rules, earning calculations, and reporting.
• Support calendar year-end processes including W-2 preparation, reconciliation, and distribution.
• Run reports to assist with preparing periodic, quarterly, and annual tax filings.
• Respond to audit requests and compliance reporting.
• Assist with entries to finalize fiscal year-end.
• Track garnishments, advance repayments, and create accounts payable requisitions.
• Register and maintain payroll tax accounts; reconcile ADP tax transactions; file and pay tax obligations outside of ADP’s processing; and reconcile payroll tax records with ADP, tax agency and accounting records.

Testing and System Maintenance

• Partner with internal and external teams for Workday testing related to system projects, optimization, enhancement, fixes and new releases.

Perform all other duties as assigned.