Coordinator of Payroll

McHenry County College

Salary: $69,817.38 - $98,550.82 Annually

Location: Crystal Lake, IL

Job Type: Staff - Full-Time

Job Number: 202600024

Division: Finance

Department: Business Services

FLSA: Exempt

Bargaining Unit: STA

Target Hire Rate: $73,913.11 - $82,125.68

Pay Grade: S10

Workweek

40 Hours | Flexible schedule to meet department needs.

Position Summary

The Coordinator of Payroll will administer and oversee the accurate and timely processing of bi-weekly payroll for all College employees. S/he will ensure full compliance with federal and state payroll tax regulations, retirement system requirements, and other statutory obligations. They will lead payroll-related reporting, reconciliations, and financial controls, including preparation and filing of required tax documents, and oversight of payroll-related general ledger accounts, to support institutional accuracy, compliance, and fiscal integrity.

Essential Job Functions And Responsibilities

• Payroll Administration and Processing
• Administer and process bi-weekly payroll, ensuring accurate and timely payment of wages, tax withholdings, direct deposits, and payroll-related liabilities
• Process payroll adjustments as necessary; including, but not limited to: retroactive pay, gross-up calculations, manual checks, voids, reissues, and direct deposit reversals
• Establish and maintain payroll deduction and earnings codes, including garnishments, retirement plans, deferred compensation, union dues, and benefit-related deductions
• Maintain payroll calendars, pay periods, and deadlines within the ERP system

• Compliance and Regulatory Reporting
• Prepare, reconcile, and file all required federal and state payroll tax returns, unemployment reports, workers' compensation reporting, and year-end filings, including W-2s
• Ensure compliance with federal and state payroll regulations, IRS limits, and retirement system requirements
• Administer and monitor compliance for wage garnishments, retirement contributions, flexible spending accounts, and other statutory or voluntary deductions
• Register and maintain required tax and unemployment accounts in states where employees reside or work remotely
• Maintain payroll record retention and coordinate document archival and destruction in accordance with regulatory requirements

• Retirement and Benefits Administration
• Administer SURS participation and reporting, including bi-weekly reconciliations, fiscal year-end reporting, and responses to system inquiries or warning notices
• Coordinate with Human Resources to ensure accurate retirement reporting and compliance with applicable regulations
• Monitor annual limits for deferred compensation and other benefit programs to ensure compliance

• Reconciliation, Reporting and Financial Oversight
• Prepare payroll-related journal entries, and assist with monthly general ledger reconciliations
• Support quarterly and fiscal year-end close processes related to payroll
• Prepare audit schedules and reports, including accrued salary and leave liabilities
• Provide payroll reporting and data analysis to Human Resources, Financial Aid, and other departments as needed

• Systems, Training and Process Improvement
• Maintain payroll-related employee data within the ERP system, ensuring accuracy and integrity
• Test payroll system updates and coordinate with IT and Human Resources to implement changes
• Troubleshoot payroll and time-entry issues and provide training to employees and supervisors
• Develop and maintain payroll procedures and documentation
• Conduct regular reviews of payroll processes and recommend improvements to enhance efficiency and internal controls
• Work with IT and external vendors to oversee payroll systems, ensuring accuracy, compliance, and timely resolution of issues and updates

• Collaboration and Communication
• Respond to employee inquiries regarding payroll, taxes, deductions, and compensation
• Provide payroll support to Human Resources, including wage verification and workers' compensation coordination
• Communicate payroll deadlines, schedule changes, and year-end information to employees
• Collaborate with Business Office colleagues, internal departments, external agencies, and vendors to fulfill payroll responsibilities
• Perform additional duties as assigned by the immediate supervisor.
  
  

Required Qualifications

• Associate's degree in Accounting or related field from a regionally accredited institution
• Five years of direct experience processing payroll
• Strong knowledge of basic accounting principles, payroll procedures, and data processing
• Experience with ERP or Payroll Systems
  
  

Desired Qualifications:

• Experience with Ellucian Colleague
  
  

Skills and Specifications:

• Proficient in Microsoft Office Suite
• Demonstrated technical acumen and mathematical aptitude
• Ability to grow with the technological and philosophical directions implemented by the College
• Strong attention to detail
• Strong communication skills and the ability to build relationships with employees at all levels of the college
• Organized and able to work independently, while maintaining a strong team orientation
• Critical thinking skills and ability to solve exceptions or challenges as they arise
• Commitment and respect for diversity, equity and inclusion
• Commitment to the College mission, vision, values, and goals
  
  

Equal Employment Opportunity

McHenry County College declares and reaffirms a policy of equal opportunity and non-discrimination. The College will make all decisions regarding admission, employment, participation in educational programs, or activities, without discrimination on grounds of race, color, creed or religion, sex, national origin, ancestry, age, order of protection status, marital status, physical or mental disabilities, military status, sexual orientation, gender-related identity, pregnancy, unfavorable discharge from military service, or other factors prohibited by law. Decisions regarding employment include hiring, promotion, termination, wages or salaries, benefits, and other terms and conditions of employment. MCC is committed to fostering an inclusive and accessible college community.

To request reasonable accommodation to participate in any aspect of the hiring process, contact Human Resources at AskHR@mchenry.edu.

To apply, please visit https://www.schooljobs.com/careers/mchenrycountycollege/jobs/5253511/coordinator-of-payroll

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