Payroll Specialist in Illinois at Shawnee Community College (IL)

The Payroll Specialist is responsible for the comprehensive administration of the College’s payroll processes, ensuring employees are paid accurately and timely while maintaining compliance with all applicable federal, state, and local laws, regulations, and College policies.

The essential duties and primary responsibilities below are intended to describe the general requirements of this job and are not intended to be an exhaustive statement of duties.

Other related duties which may be required by the Director of Business Services (duties that may not be specifically listed in the class specification or position description, but are generally within the occupational series and responsibility level associated with the employee’s class of work).

Payroll Processing and Administration

• Administer all aspects of the College’s payroll process, including processing semi-monthly payroll, maintaining payroll records from timesheets and employment contracts, and ensuring the accurate and timely payment of full-time employees, part-time employees, adjunct faculty, and student workers.
• Process payroll in accordance with state and federal wage and hour laws.
• Generate Automated Clearing House (ACH) files in compliance with National Automated Clearing House Association (NACHA) standards and monitor file acceptance through the Federal Reserve.
• Maintain payroll tax tables and system parameters annually.
• Complete quarterly, calendar year-end, and fiscal year-end payroll closeout processes.
• Conduct regular audits of payroll records to ensure accuracy and compliance.
• Serve as the employer representative for the State Universities Retirement System (SURS), including enrollments, certifications, terminations, retirements, disability reporting, leaves of absence, service credit purchases, and required contribution reporting.
• Maintain employee records, including current employee salary and general ledger account information for budgeting and forecasting purposes.

Compliance, Tax Reporting, and Regulatory Requirements

• Prepare and submit quarterly federal and state payroll tax returns and unemployment wage reports.
• Process annual W-2 forms and distribute to employees and required government agencies in compliance with federal and state deadlines.
• Maintain the Affordable Care Act (ACA) compliance, including monitoring employee eligibility, maintaining measurement period reporting, and generating and filing 1095-C forms with the IRS.
• Maintain and submit required SURS reports following each payroll cycle.
• Prepare employee garnishments, tax levies, and child support orders.
• Complete annual audit reconciliations and provide required payroll and contribution reports to state agencies and auditors.

Reporting, Documentation, and Communication

• Prepare confidential correspondence, reports, and complex payroll-related documents.
• Prepare annual faculty pay election notices and salary information letters for full-time faculty.

Minimum Qualifications – Education and Experience

• Bachelor's degree in accounting with a minimum of two (2) years of payroll experience OR an Associate’s degree in accounting with a minimum of five (5) years of payroll experience.
• Spreadsheet and personal computer experience.

• Strong knowledge of payroll processing and payroll tax regulations.
• Ability to maintain confidentiality and handle sensitive employee information with discretion.

• Excellent organizational skills with exceptional attention to detail and accuracy, along with strong interpersonal, oral, and written communication skills.

• Proficient in interpreting and applying federal and state payroll tax laws and retirement system requirements.
• Competence in preparing complex reports, confidential correspondence, and maintaining accurate payroll and benefits records.