Payroll Administrator

Role overview

The Payroll Administrator is responsible for making sure wages are calculated and paid correctly and on time, while following applicable local, city, state, and federal regulations. Working with the Payroll Manager, this position supports daily payroll operations for employees and students across three campuses and multiple field offices in different states.

This role also handles payroll data validation across multiple timekeeping systems, payroll runs and reconciliations, and a range of accounting-related duties such as general ledger reconciliations, 403(b) reconciliations, garnishment reconciliations, and investigation and correction of tax and GL issues.

Compensation and benefits

The base hiring salary for this role is $65,000. In addition, the employer provides a strong benefits package that may include no-cost medical coverage for eligible employees, dental and vision insurance, life insurance, short- and long-term disability coverage, a retirement savings plan with significant employer contributions, generous paid time off, and additional benefits. The overall value of the benefits package is described as substantial and above the base salary.

Key duties

• Process and maintain biweekly payroll for students and employees across multiple states, while carrying out detailed checks to confirm accuracy and compliance.
• Track and reconcile uncashed payroll checks between payroll and banking records, and contact recipients each month so payments do not remain unclaimed and are not transferred to the state.
• Support attendance administration and reporting, and prepare biweekly, monthly, quarterly, and year-end reports such as GL processing, union dues, gross-to-net payroll, PTO analysis, and earnings, tax, and benefits reports.
• Oversee paid time off rules inside the payroll system and calculate PTO payouts for employees who leave the organization.
• Spot payroll errors quickly, investigate discrepancies, and ensure employee and student time data is accurately loaded into the payroll system.
• Stay up to date on federal and state labor rules, union agreements, contractual payroll terms, timekeeping rules, and internal policy and budget guidelines.
• Complete state registration or application requirements for withholding, unemployment, or locality identification numbers when needed.
• Work with the Payroll Manager on new procedures, testing, and automation for payroll and timekeeping systems to improve accuracy and efficiency.
• Help create and maintain standard operating procedures for payroll and time and attendance processes.
• Handle garnishments, child support orders, and tax levy instructions.
• Make sure W-2s are issued correctly and assist with required federal and state reporting.
• Maintain compliance with wage, hour, and unemployment laws at local, state, and federal levels.

Qualifications and experience

An associate degree is required, although significant relevant experience may be accepted instead. The preferred educational background is a bachelor’s degree in Accounting or Finance. Candidates should have at least 3 to 5 years of experience handling full-cycle payroll. Multi-state payroll experience is preferred, and familiarity with UKG Payroll or Kronos Workforce Management timekeeping systems is considered an advantage. Experience in higher education is also a plus.

Skills and abilities

The ideal candidate should bring strong analytical, organizational, and time management abilities, along with solid knowledge of payroll and accounting practices. Success in this role also requires an understanding of employment regulations and payroll tax handling, the ability to communicate clearly with colleagues at all levels, and the discipline to work independently while meeting deadlines accurately.

Other important strengths include professional verbal and written communication, a service-oriented approach, strong teamwork, adaptability, confidentiality, attention to detail, self-motivation, and the ability to manage several priorities in a fast-paced environment. Proficiency with Microsoft Word and Excel is essential.

Working conditions

This position may require evening and weekend work depending on business needs. It involves regular computer use for more than eight hours a day, and the role may require lifting and carrying up to 25 pounds, as well as bending, stooping, or reaching as needed.

Equal opportunity notice

The employer is an equal opportunity employer. Applicants are entitled to notice of their rights under federal employment laws.