Payroll Coordinator

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Department

Payroll

Job Summary

Job Description

Position Summary:

The Payroll Coordinator supports the accurate processing, reconciliation, and documentation of university payroll operations. This position performs payroll accounting support functions including salary reallocations, payroll journal preparation, leave certification reconciliation, year-end reporting support, and payroll distribution review. The role works collaboratively with Payroll, Finance, and university departments to ensure payroll transactions are accurate, properly coded, compliant with institutional policy, and audit-ready.

Key Responsibilities:

Salary Reallocation & Payroll Accounting Support

* Reviews personnel actions impacting salary distribution to ensure proper funding alignment

* Prepares payroll salary reallocation entries to accurately transfer payroll expenditures between departments and funding sources

* Assists with preparation and review of payroll-related journal entries

* Researches payroll expenditures posted to clearing accounts and coordinates corrective actions

* Supports fiscal year-end payroll accrual entries and related reversing entries

* Responds to departmental inquiries related to payroll expenditures and ledger postings

Payroll Leave Certification

* Supports the institutional leave certification process for academic and non-classified employees

* Prepares and reconciles monthly leave certification reports

* Maintains certification documentation for audit review

* Assists in compiling documentation for internal and external auditors

* Provides guidance to departments regarding leave certification procedures

Payroll Journal Distribution & Account Reconciliation

* Assists in reconciling payroll expenditure reports to general ledger balances

* Reviews payroll distribution variances and researches discrepancies

* Supports reconciliation of payroll liability and payroll clearing accounts

* Identifies reconciling items and assists with corrective adjustments

Payroll Processing Support

* Assists with processing all university payroll cycles, including academic, fiscal, biweekly, student, and wage payrolls

* Serves as backup payroll processor to ensure operational continuity

* Reviews payroll output reports for accuracy during assigned cycles

Payroll Communications, Year-End Reporting & Records

* Monitors payroll departmental communications and routes inquiries appropriately

* Responds to employee requests for W-2 and pay statement reprints

* Provides structured support during annual W-2 processing and distribution activities

* Assists with reconciliation of W-2 totals to year-end payroll reports

* Maintains documentation related to W-2 processing, distribution, and reprints

* Coordinates returned or undeliverable W-2 forms in accordance with retention requirements

* Maintains payroll record storage in accordance with retention policies

Administrative Support

* Prepares purchase requisitions for payroll office supplies and services

* Coordinates office equipment maintenance and repair

* Assists with supervision of student workers assigned to filing and records support

* Other duties as assigned

Required Qualifications:

* Bachelor's degree in Accounting, Business Administration, or related field OR equivalent combination of education and experience

* Minimum two (2) years of experience in payroll, accounting, or financial operations

* Experience supporting financial reconciliations or reviewing accounting transactions

* Proficiency in Microsoft Excel and Microsoft Office applications

* Strong analytical, organizational, and documentation skills

* Ability to meet recurring payroll deadlines

Desired

Qualifications:

* Experience in payroll operations within higher education or a large organization

* Experience supporting payroll reconciliations or financial…