calvin

Payroll Specialist

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Job Title: Payroll Specialist

Job Status: Full time, Exempt

Summary

The Payroll Specialist is responsible for delivering accurate, timely payroll services and supporting related accounting functions. This role ensures compliance with federal, state, and local regulations while maintaining strong internal controls and providing excellent service to faculty, staff, and students. Additional responsibilities include general accounting reconciliations and process support.

Essential Duties and Responsibilities Other duties may be assigned.

  • Process salary and hourly payrolls for faculty, staff, and student workers, ensuring accurate data entry, timely payroll and tax processing, and compliance with all applicable laws and regulations.
  • Process, track, and apply garnishment deductions from net pay.
  • Advise the University on payroll‑related issues, including IRS updates and regulatory changes. Review compensation policies and monitor one‑time payments in coordination with HR and the Provost’s Office.
  • Ensure accurate preparation and distribution of W‑2s and other external payroll reporting.
  • Prepare clear, accurate reports for University administration and external agencies to support compliance with policies, procedures, and grant requirements.
  • Maintain confidential electronic and paper filing systems.
  • Coordinate payroll activities with Human Resources and Financial Services staff to ensure timeliness, accuracy, and adequate internal controls.
  • Reconcile payroll‑related withholding accounts, including taxes, 403(b), flexible spending, and HSA deductions. Ensure timely tax wire submissions to ADP. Maintain knowledge of taxability rules and benefit eligibility for various types of pay.
  • Gather and provide data for workers’ compensation reporting, Form 990, annual audits, and other compliance needs. Maintain knowledge of student payroll requirements, including Federal Work‑Study, payroll taxes, earning limits, and international tax considerations.
  • Identify and implement process improvements related to payroll data flow and recording.
  • Coordinate with ADP on responses to IRS, state, and local tax authority notices.
  • Participate in teams addressing payroll‑related issues as needed.
  • Respond to payroll questions from faculty, staff, and students.
  • Support cross‑divisional special projects as assigned.
  • Perform other general accounting reconciliations and processes, including but not limited to: Reviewing employee expense reports, Providing front‑desk support for the Financial Services office, including screening and routing inquiries as needed

Qualifications

Entry‑level candidates are encouraged to apply.

  • Proficiency with Microsoft Office Suite, especially Excel
  • Experience with Workday or other payroll software is a plus
  • Experience with ADP SmartCompliance is a plus
  • Some prior payroll experience is expected; payroll certifications (FPC or CPP) are a plus
  • Familiarity with our campus community is helpful, though not required.

FAITH and EDUCATIONAL COMMITMENT

1. Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.

2. A commitment to the Christian faith and to the integration of faith, learning, and student development.

DIVERSITY COMMITMENT

Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including, but not limited to, race, gender, physical limitations, class, or religious perspectives.