Payroll Specialist (Full-time, Onsite)

Wilson College is seeking an experienced and collaborative Payroll Specialist who is passionate about accuracy, service, and continuous improvement. As a key member of the Human Resources team, you'll play an essential role in ensuring the accurate and timely administration of payroll while supporting the faculty and staff who make our mission possible. Working closely with Human Resources, Finance, and campus departments, you'll manage the full payroll process, ensure compliance with applicable laws and College policies, maintain payroll system integrity, and serve as the College's trusted payroll resource. If you're a payroll professional who enjoys building efficient processes, solving problems, and delivering exceptional customer service, we'd love to hear from you.

Experience with Paycom HRIS/Payroll is strongly preferred.

ESSENTIAL FUNCTIONS:

Payroll Processing & Administration

• Process bi-weekly and monthly payrolls accurately and within established deadlines.
• Review, audit, calculate, and process employee earnings including regular wages, overtime, shift differentials, stipends, overloads, supplemental compensation, bonuses, retroactive pay, and other special payments.
• Process payroll for multiple employee groups, including faculty, staff, adjunct faculty, student employees, temporary employees, and coaches.
• Review and validate electronic timesheets, leave reporting, and payroll exception reports.
• Process payroll adjustments, manual checks, voids, reversals, and off-cycle payrolls as necessary.
• Review payroll registers for completeness and accuracy prior to payroll transmission.
• Maintain payroll calendars and communicate payroll deadlines to campus departments. Maintain complete, accurate, and auditable payroll records in accordance with institutional record retention requirements.
• Respond promptly and professionally to employee and supervisor inquiries regarding payroll matters.

Compliance & Tax Administration

• Ensure payroll compliance with applicable federal, state, and local payroll laws and regulations including the Fair Labor Standards Act (FLSA), wage and hour requirements, tax withholding regulations, and other applicable employment laws.
• Administer payroll tax withholding and ensure accurate tax reporting.
• Coordinate quarterly and annual payroll tax reporting, including Forms W-2 and other required filings, in collaboration with Finance and payroll vendors.
• Process wage garnishments, tax levies, child support orders, and other court-ordered deductions.
• Monitor changes in payroll legislation and recommend updates to payroll procedures and system configuration.
• Maintain payroll records in accordance with IRS, Department of Labor, and applicable state record retention requirements.

Payroll Systems Administration

• Serve as the functional administrator for the College's payroll and timekeeping system, with primary responsibility for Paycom Payroll and Time & Attendance.
• Maintain payroll-related system configuration including earnings codes, deduction codes, tax settings, accruals, workflows, organizational structures, and security roles.
• Audit employee data to ensure payroll system integrity and accurate processing.
• Partner with Human Resources to ensure employee appointments, compensation changes, job changes, benefits, and employment status updates are accurately reflected in payroll.
• Test payroll system enhancements, upgrades, and new functionality prior to implementation.
• Collaborate with Paycom support representatives to troubleshoot issues and implement best practices.
• Recommend and implement payroll system improvements to enhance efficiency, accuracy, and compliance.

Benefits & Retirement Administration

• Process payroll deductions related to medical, dental, vision, life insurance, disability insurance, retirement plans, flexible spending accounts (FSA), health savings accounts (HSA), and other voluntary benefits.
• Coordinate payroll impacts related to benefit enrollments, qualifying life events, and benefit changes.
• Ensure retirement contributions and employer matching are processed accurately in accordance with plan documents.
• Assist with payroll reporting required for employee benefit and retirement plan administration.

Reporting, Reconciliation & Financial Support

• Reconcile payroll registers, benefit deductions, retirement contributions, tax withholdings, and payroll liability accounts.
• Prepare payroll reports and supporting documentation for Human Resources, Finance, executive leadership, and external agencies.
• Assist with payroll-related journal entries and general ledger reconciliations.
• Prepare standard and ad hoc payroll reports using Paycom reporting tools and Microsoft Excel.
• Support monthly and year-end financial close activities related to payroll.
• Participate in internal and external audits by preparing payroll schedules, reconciliations, documentation, and supporting analyses.

Human Resources Partnership

• Serve as an active and collaborative member of the Human Resources team.
• Partner with Human Resources staff to ensure accurate payroll processing related to new hires, transfers, promotions, compensation changes, leaves of absence, and employee separations.
• Assist with annual compensation increases, appointment renewals, and other institution-wide compensation activities.
• Provide payroll expertise related to compensation practices, payroll policies, and compliance.
• Participate in HR system implementations, process improvements, and special projects.

Employee Service

• Serve as the primary point of contact for employee payroll-related questions.
• Assist employees with direct deposit, tax withholding elections, payroll self-service, pay statements, and payroll corrections.
• Educate employees regarding payroll policies, procedures, and timelines.
• Provide exceptional customer service while maintaining strict confidentiality of payroll information.

Continuous Improvement

• Evaluate payroll processes and recommend improvements that increase efficiency, strengthen internal controls, and enhance the employee experience.
• Develop and maintain payroll procedures, documentation, and workflow guides.
• Identify recurring payroll issues and implement corrective actions.
• Maintain current knowledge of payroll laws, best practices, and payroll technology.

Other Duties

• Perform other duties, responsibilities, and special projects as assigned in support of the Human Resources Department and the operational needs of the College.
• Assist with departmental initiatives, system implementations, policy updates, process improvements, audits, reporting, and cross-functional projects as needed.
• Provide support during periods of peak workload or staffing transitions, including assisting with Human Resources functions outside the normal scope of payroll responsibilities when appropriate.
• Participate in professional development opportunities to maintain current knowledge of payroll, tax, employment law, and Human Resources best practices.

COMPETENCIES:

• Thorough knowledge of payroll administration principles and practices.
• Working knowledge of federal, state, and local payroll laws and regulations.
• Strong analytical, reconciliation, and problem-solving skills.
• Exceptional attention to detail and commitment to accuracy.
• Ability to exercise sound judgment while maintaining confidentiality.
• Strong organizational and time management skills with the ability to prioritize multiple deadlines.
• Excellent customer service and interpersonal skills.
• Effective verbal and written communication skills.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Strong proficiency with Microsoft Office applications, particularly Microsoft Excel.
• Experience utilizing Human Capital Management (HCM) systems; Paycom experience strongly preferred.

POSITION TYPE AND EXPECTED HOURS OF WORK:

• Full-time, non-exempt position. The normal work schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m., with a one-half (½) hour unpaid meal period, for a standard 40-hour workweek.
• This position is primarily onsite and is not eligible for routine remote or hybrid work due to the operational responsibilities of the Human Resources Office and the need to provide in-person support to employees, students, and campus visitors. The College may temporarily modify work arrangements during inclement weather, campus emergencies, or other operational needs, including authorizing or requiring remote work when appropriate.
• Occasional work outside of normal business hours may be required to support new employee orientation, training sessions, special projects, or other Human Resources initiatives.
• Overtime must be approved in advance by the Director of Human Resources in accordance with College policy.

EDUCATION & EXPERIENCE:

Required

• Associate's degree in Accounting, Finance, Business Administration, Human Resources, or a related field; or an equivalent combination of education and progressively responsible payroll experience.
• Minimum of three (3) years of payroll processing experience.
• Experience processing payroll in an automated Human Capital Management (HCM) system.
• Experience interpreting payroll regulations and resolving payroll discrepancies.

Preferred

• Bachelor's degree in Accounting, Finance, Business Administration, Human Resources, or a related field.
• Experience using Paycom Payroll and Human Capital Management (HCM).
• Experience in higher education, nonprofit, or public sector payroll administration.
• Experience processing payroll for multiple employee classifications.
• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC).

Equivalent combination of education and experience considered.

ADDITIONAL ELIGIBILITY QUALIFICATIONS:

• Demonstrated ability to maintain the highest level of confidentiality and exercise discretion when handling sensitive payroll and employee information.
• Ability to successfully pass a background check consistent with College policy.

At Wilson College, we value our employees and are proud to offer a comprehensive benefits package designed to support your health, well-being, and professional growth. Full-time, on-site employees enjoy:

• Robust Health Benefits: Including medical, dental, and vision coverage, plus college-paid basic life and long-term disability insurance.

• Spending Account Options: Access to employee-funded Health Savings Accounts (HSAs) and Flexible Spending Accounts (FSAs) for both healthcare and dependent care needs.

• Retirement Planning: A Defined Contribution Retirement Plan with TIAA to help you plan for the future.

• Educational Benefits: Tuition remission for employees and their families for undergraduate, graduate, and certificate programs, as well as access to Tuition Exchange scholarships through a national consortium of colleges.

Wilson fosters a supportive, collegial work environment that prioritizes work-life balance. Employees benefit from:

• Flexible dining options and free access to our on-campus fitness center.

• An Employee Assistance Program (EAP) offering confidential support and resources.

As a qualified 501(c)(3) nonprofit employer, Wilson College employees may also be eligible for the Public Service Loan Forgiveness (PSLF) program.