Payroll Coordinator

The Payroll Coordinator is supervised by the Director of Human Resources.
The evaluation of work performance will be ongoing and will be carried out by the Director of Human Resources.
It will include the specific duties and responsibilities of this position description plus employee attitude and general working behavior.
CLASSIFICATION: Full-time, Non-exempt, Benefits Eligible REPORTS TO: Director of Human Resources JOB PURPOSE: Responsible for the administration of payroll accounting for the University.
Prepares, processes and monitors exempt and non-exempt payroll records; prepares and files payroll tax returns, prepares and submits retirement benefits records and remittances; prepares and submits HSA records and remittances.
Assists in maintaining fiscal salary budgets.
ESSENTIAL DUTIES: Ensures timely payroll preparation and distribution of earnings to all University employees using Ellucian Colleague or equivalent payroll software.
Make adjustments to payroll records based on documentation and University procedures.
Notifies employees and supervisors of processing dates for payroll.
Process biweekly and monthly payroll hours, all leave submitted to the current time and attendance system; resolves discrepancies.
Prepares and distributes payroll accounting reports to appropriate administrative areas for decision making purposes.
Maintains history files for all payroll reports and documentation.
Provides guidance and interprets payroll policies to supervisors and other employees who are responsible for submitting payroll information.
Responsible for overseeing the federal and state government reporting requirements, monitoring tax legislation and coordinate internal change requirements.
Serves as a liaison between the University and outside taxing agencies; prepares and/or reconciles federal and state tax deposits, tax deposit liabilities, and requisitions checks for payroll deductions and employer fringe benefit contributions.
Interacts with the Director of Human Resources regarding retirement and payroll tax expenditures.
Responsible for timely and correct preparation, reconciling and filing of quarterly 941 reports, Virginia taxation reports, Virginia Employment Commission reports, Department of Labor and Statistics reports, remote employee state tax registrations, tax payments and required tax filing; and remote employee SUTA registrations and reporting.
Provides support to Student Employment Coordinator and Business Office in tracking all NRA employees, assigning correct tax status for additional taxation when required, and supporting the Business Office with completing and filing required 1042s forms and reports.
Serves as a liaison between the University and outside government agencies and court systems for garnishments, child support and tax liens.
Receives garnishment summons, court orders and tax liens as the University’s official representative.
Contacts employees concerning summons and counsels them about the withholding process.
Maintains records on all required garnishments, child support, etc.
, and requisitions checks as necessary.
Responsible for initiating the electronic transfer of payroll direct deposits to the ACH bank routing system and verification of transmittal, or for initiating the electronic transfer of payroll to the University’s payroll provider for their processing of ACH transfers.
Responsible for ACH transmittal of child support online biweekly; or verification of University’s payroll provider transmittal of same.
Responsible for required online TIAA-CREF file submission to Pentegra and required ACH transmission of funding to TIAA.
Responsible for required online file submission and funding of Health Savings Account funds each pay.
In the absence of, payroll provider services, responsible for the transmittal of Positive Pay check counts and total amounts online each pay.
Voids checks and issues manual checks as needed and makes related payroll accounting entries.
Provides general ledger accounting adjustments to Accounting.
Assists the Director of Human Resources and the University’s Business Office in maintaining the University’s payroll budget.
Responsible for general ledger code mapping in the current payroll system.
Counsels employees on payroll payments, deductions and tax-related matters, in both individual sessions and in written communication.
Coordinates and provides direction on student employment payroll preparation and processing with the Student Employment Coordinator.
Assists in orienting new employees by providing payroll deduction information.
Balances payroll report totals each pay using payroll software reports.
Responsible for communicating information to employees regarding tuition remission taxability; tracking employee and employee spouse tuition remission and assigning and processing applicable required tax withholdings.
Updates documentation of standard operating procedures.
Performs other related duties as required.
ORAL OR WRITTEN REQUIREMENTS: Excellent English-language oral skills for effective communication in telephone and interoffice contacts.
Excellent English-language reading and writing skills for responding accurately to inquiries and drafting correspondence.
Good mathematical skills necessary for balancing time cards, deductions, preparation of statistical reports and other assigned projects.
WORKING CONDITIONS: The functions of this position are usually performed sitting, but may involve some amount of time walking.
Some amount of stooping, kneeling, bending, lifting, or carrying may be required.
Tasks such as working at a computer keyboard involve extensive wrist and hand movements.
Much contact with employees and the general public.
The normal work schedule is 37.
5 hours per week.
MINIMUM EXPERIENCE: Five years progressively responsible experience in large-scale, computerized payroll preparation required.
Additional bookkeeping and/or accounting experience preferred.
Must have demonstrated experience in use of electronic calculators and must be able to type accurately.
Previous experience with payroll software applications is desirable.
Must be able to communicate effectively within a university campus environment.
Must be accurate, self-motivated, dependable, possess good organizational skills and must maintain confidentiality of financial and personnel information.
MINIMUM EDUCATION: An Associate or Bachelor's Degree in Accounting, Bookkeeping, Business or high school diploma plus coursework in accounting and computer skills training.
Candidates must successfully pass a background check that is satisfactory to the University.
Submit a cover letter, résumé, and three professional references, to: Human Resources Jobs Page We seek candidates who are committed to the University of Lynchburg’s efforts to create an environment that fosters a student-centered environment, develops the breadth of knowledge associated with liberal education, respects and supports diversity, equity, and inclusion, values and celebrates diverse faith traditions, and sustains close working relationships among faculty, staff, students, alumni, and community partners.
The University of Lynchburg is committed to diversity within its community and welcomes applications from persons of color, women, Indigenous/aboriginal people of North America, persons with disabilities, the LGBTQIA+ community, and others who may contribute to the further diversification of the University of Lynchburg community.
The University of Lynchburg is an equal opportunity employer.