HR, Payroll Administrator in Naperville, Illinois at North Central College

POSITION SUMMARY

The Payroll Administrator is responsible for the accurate, timely, and compliant administration of payroll for the College’s faculty, staff, adjunct faculty, student employees, and other employee populations. The position manages recurring and supplemental payroll processes, validates payroll data, performs audits and reconciliations, processes corrections and special payments, and serves as a primary resource for employees and managers regarding payroll matters.

Working collaboratively with Human Resources, Finance, and campus departments, the Payroll Administrator helps ensure the integrity of payroll and employee data, supports effective internal controls, and identifies opportunities to improve payroll processes and the employee experience. The position also supports payroll reporting, tax and year-end activities, system administration, and ongoing optimization of Paylocity.

DESCRIPTION OF KEY RESPONSIBILITIES

Note that all functions described below must be performed, and it is normally the responsibility of the individual in this position to perform them and/or see that they are performed.

Payroll Administration

• Administer regular and supplemental payroll processing in accordance with established payroll schedules and deadlines.
• Review payroll data for accuracy and completeness, including regular earnings, hours worked, paid time off, stipends, additional compensation, deductions, retroactive payments, and other payroll transactions.
• Review payroll exception and audit reports and resolve discrepancies before payroll is finalized.
• Process payroll adjustments, corrections, off-cycle payments, retroactive payments, and other special earnings.
• Coordinate payroll processing for multiple employee populations, including faculty, adjunct faculty, staff, and student employees.
• Monitor payroll deadlines and follow up with employees, supervisors, and departments regarding missing, late, or incomplete payroll information.
• Maintain appropriate payroll documentation and authorization records.

Payroll Reconciliation and Controls

• Perform pre- and post-payroll audits and reconciliations to validate payroll accuracy.
• Review payroll totals, deductions, taxes, benefits, and other payroll-related transactions for accuracy.
• Research and resolve discrepancies between payroll, HR, timekeeping, and financial records.
• Support payroll-related general ledger reconciliation and reporting in partnership with Finance.
• Maintain appropriate payroll controls and identify opportunities to strengthen processes and minimize errors.
• Assist with internal and external audits by preparing payroll reports, supporting documentation, and transaction histories.

Paylocity and HRIS Administration

• Maintain accurate payroll information within Paylocity and related HR systems.
• Review employee changes that affect payroll, including new hires, terminations, compensation changes, job changes, deductions, and employment status changes.
• Monitor data interfaces and payroll-related transactions for accuracy and completeness.
• Troubleshoot payroll system and data issues and coordinate with Paylocity or internal partners when necessary.
• Support testing and implementation of payroll configurations, system enhancements, integrations, and process changes.
• Maintain payroll procedures, processing checklists, calendars, and documentation.

Employee Support

• Serve as a primary point of contact for employees and managers regarding payroll, direct deposit, tax withholding, deductions, pay statements, timekeeping, and related questions.
• Investigate employee payroll concerns and communicate findings and resolutions clearly and professionally.
• Coordinate timely corrections when payroll discrepancies occur.
• Assist employees and managers with payroll and timekeeping self-service functionality.
• Provide guidance regarding institutional payroll procedures and deadlines.

Payroll Compliance and Reporting

• Support payroll administration in accordance with applicable federal, state, and local payroll and wage-and-hour requirements, including FLSA requirements and applicable Illinois wage-payment requirements.
• Maintain confidentiality of employee compensation, tax, banking, and other sensitive payroll information.
• Prepare recurring and ad hoc payroll reports for Human Resources, Finance, auditors, and institutional leadership.
• Support quarter-end, calendar-year-end, and fiscal-year-end payroll activities.
• Assist with preparation, reconciliation, and distribution of W-2s and other applicable payroll-related reporting.
• Monitor payroll practices and help implement process changes resulting from regulatory or institutional requirements.

Process Improvement and Collaboration

• Partner with Human Resources, Finance, managers, and campus departments to resolve payroll and employee-data issues.
• Identify opportunities to streamline payroll processes, improve controls, reduce manual transactions, and enhance accuracy.
• Support documentation and training related to payroll procedures and systems.
• Participate in HRIS, payroll, timekeeping, benefits, and other HR operational initiatives.

KNOWLEDGE, SKILLS AND ABILITIES

• Thorough understanding of payroll administration and payroll processing practices.
• Strong numerical, analytical, and reconciliation skills.
• Ability to independently identify and resolve payroll discrepancies.
• Ability to understand relationships among HRIS, payroll, timekeeping, benefits, and financial data.
• Strong attention to detail while managing a high volume of transactions.
• Ability to manage recurring deadlines and competing priorities.
• Sound judgment in handling confidential and sensitive information.
• Strong customer-service orientation and ability to explain complex payroll matters clearly.
• Ability to establish effective working relationships across departments.
• Ability to adapt to changes in systems, processes, regulations, and institutional priorities.
• Commitment to continuous process improvement and operational excellence.

A WORD ABOUT THE NATURE OF JOB DESCRIPTIONS

This is not a complete itemization of all facets of this position. This job description is not an employment agreement or contract. The College has the exclusive right to alter this job description at any time without notice.

PHYSICAL JOB REQUIREMENTS

This position primarily operates in a professional office environment and requires the ability to perform the following essential functions:

1. Remain in a stationary position (sitting or standing) for extended periods of time throughout the workday
2. Frequently operate a computer and other standard office equipment, including keyboards, mouse, telephone, and printers
3. Communicate effectively with internal and external stakeholders, including the ability to exchange accurate information verbally and in writing.
4. Occasionally move about the office to access file cabinets, meeting rooms, and shared office equipment
5. Lift, carry, or move items weighing up to 10–15 pounds (e.g., files, documents, office supplies) on an occasional basis
6. Perform repetitive motions involving the wrists, hands, and fingers for data entry and document preparation
7. Maintain visual acuity to read printed materials and view computer screens for extended periods

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

MINIMUM QUALIFICATIONS

• Associate degree in accounting, finance, business administration, human resources, or a related field, or an equivalent combination of education and relevant experience.
• Three or more years of progressively responsible payroll, accounting, HRIS, or related experience.
• Experience processing or administering payroll in a deadline-driven environment.
• Working knowledge of payroll practices, payroll taxes, and wage-and-hour requirements.
• Experience handling confidential employee and financial information.
• Proficiency with Microsoft Excel and Microsoft Office applications.
• Strong analytical, reconciliation, and problem-solving skills.
• Exceptional attention to detail and commitment to accuracy.
• Ability to independently organize work and meet firm payroll deadlines.
• Strong interpersonal, written, and verbal communication skills.

PREFERRED QUALIFICATIONS

• Bachelor’s degree in accounting, finance, human resources, business administration, or a related field.
• Payroll experience within higher education.
• Experience administering payroll for faculty, adjunct faculty, staff, and student employees.
• Experience with Paylocity or a comparable integrated HR/payroll system.
• Experience with payroll reconciliation, reporting, system configuration, audits, and year-end payroll processes.
• Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) credential.