Coordinator, Payroll Services

Description We seek applicants for a full-time position in the Business Office to provide administrative and operational support for the College’s payroll functions. Responsibilities include assisting with payroll processing, timekeeping, maintaining accurate payroll records, and responding to employee inquiries to ensure employees are compensated accurately and on time. The position requires maintaining the confidentiality of sensitive information, supporting compliance with College policies and applicable state and federal regulations, and collaborating with Human Resources, the Business Office, and other campus departments to support efficient and effective payroll operations. General responsibilities include, but are not limited to

• Assist with processing biweekly payrolls and review compliance with the Fair Labor Standards Act (FLSA), College, and other state and federal regulations. Help prepare electronic payroll information for employees. Coordinate with Payroll colleagues to facilitate accurate, timely payroll processes.
• Review timesheets and leave records for completeness and accuracy, and communicate with supervisors and employees regarding corrections as needed.
• Maintain the payroll ERP software and collaborate with Human Resources staff on tasks related to both departments. Enter and maintain employee payroll information, including direct deposits, tax withholding changes, deductions, and other payroll-related updates. Prepare payroll deductions, garnishments, and other withholdings and distribute checks/electronic payments to appropriate agencies. Provide supporting documentation for accounts payable vendor payments.
• Assist employees with payroll-related questions and provide excellent customer service in resolving payroll concerns.
• Maintain payroll records and supporting documentation in accordance with College policies and applicable regulations.
• Assist with the reconciliation of payroll transactions and research discrepancies as assigned.
• Support the preparation and distribution of annual wage and tax statements (W2s), payroll quarterly reports, and other payroll reporting requirements.
• Prepare reports and spreadsheets related to payroll processing, leave usage and deductions, and other payroll functions.
• Process and distribute payroll and related payroll communications. Maintain an emphasis on providing excellent customer service as duties and responsibilities are fulfilled. Treat information and documentation with sensitivity and protect the confidentiality of matters related to payroll and accounting matters.
• Assist with annual audit processes, including financial information requested by the external accounting firm.

Requirements

• Associate degree OR equivalent education/experience.
• Work experience in a directly related field, including but not limited to payroll processing or accounting.
• Proficiency in Microsoft Office applications, especially Excel and Word.
• Basic math and reconciliation skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to work effectively with diverse populations, including employees, students, external agencies, and the community.
• Strong organizational skills, attention to detail, ability to problem-solve, work independently, and use professional judgment.
• Ability to maintain confidentiality, demonstrate a high degree of professionalism, and work independently within strict timeframes and deadlines.

Desired Qualifications

• Experience with payroll processing.
• Familiarity with UKG timekeeping and payroll software.
• Familiarity with PeopleSoft procurement/purchasing.
• Experience working in higher education or governmental finance operations.

Supplemental information Applications submitted by November 29, 2026 will receive priority consideration, with review of applications continuing as needed.

THIS POSITION IS BASED IN CENTRAL ILLINOIS AND ABILITY TO BE PRESENT ON-CAMPUS/IN-PERSON IS REQUIRED.

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.

Benefits

EMPLOYEE LEAVE

Vacation: 20 days (160 hours) per year with a maximum annual carry-over of 40 days (320 hours); Accrual of 6.16 hours will be granted on the last day of each pay period

Sick Leave: 12 days (96 hours) per year with unlimited annual carry-over; 12 days (96 hours) granted on start date; Beginning on the first anniversary, accrual of 3.70 hours will be granted on the last day of each pay period Volunteer Leave: 1 day (8 hours) per year with no annual carry-over; 8 hours granted on start date, then annually granted on January 1

Special Leave: Available by approval for bereavement, emergencies, and legal requirements

Parental Leave: 4 weeks (160 hours) for qualifying events, once per 12-month rolling period

Holidays: 12 designated paid holidays, plus 3 paid Floating Holidays (24 hours); Floating Holidays granted on start date, then annually granted on the anniversary date. HCC is closed from Christmas Eve Day through New Year’s Day generally resulting in additional paid days. The College is closed on Election Day (Presidential Election years only)

EMPLOYEE INSURANCE COVERAGES

Eligibility begins the first day of the month following or coinciding with the date of employment.

Medical Insurance: HSA & Copay Plan Options – Blue Cross Blue Shield Blue Choice Network HSA Plans

• $4,000 Tier 1 Deductible: Employee coverage paid 100%; dependent coverage paid 50%
• $5,000 Tier 2 Deductible: Employee coverage paid 100%; dependent coverage paid 50%
• $7,000 Out-of-Network Deductible: Employee coverage paid 100%; dependent coverage paid 50%

Copay Plans

• $3,000 Tier 1 Deductible: Employee coverage paid 96.5%; dependent coverage paid 45%
• $4,000 Tier 2 Deductible: Employee coverage paid 96.5%; dependent coverage paid 45%
• $5,000 Out-of-Network Deductible: Employee coverage paid 96.5%; dependent coverage paid 45%

Dental Insurance: Delta Dental Employee coverage paid 100%; dependent coverage paid 45%

Vision Insurance: VSP Employee coverage paid 100%; dependent coverage paid 45%

Life Insurance: Sun Life Term life insurance equal to twice the annual base salary

Optional Insurances: Sun Life Accident; Critical Illness; Hospital Indemnity; Long-term Disability; Voluntary Life

RETIREMENT BENEFITS

Retirement System: State Universities Retirement System (SURS) - choice of Traditional, Portable, or Retirement Savings Plan with 8% pre-tax payroll deduction

Retirement Health Insurance Plan: College Insurance Program (CIP) - Health insurance for SURS retirees with 1% pre-tax payroll deduction

Savings Plan: SURS Deferred Compensation Plan (DCP) 457(b) - Automatic enrollment with 3% pre-tax payroll deduction. Ability to opt out within 30 days of hire

Tax-sheltered Annuity Plan: 403(b) plan permitting voluntary salary reductions within IRS rules

OTHER BENEFITS

Flexible Spending Plan: Section 125 Plan permitting voluntary salary reductions to pay for eligible healthcare and childcare expenses using tax-free dollars within IRS rules Health Savings Account: Tax-advantaged account available to HSA participants only to pay for qualified healthcare expenses. The College provides monthly contributions for eligible employees: $50 for single coverage, $100 for employee +spouse coverage, $100 for employee +child(ren) coverage, $200 for family coverageTuition Waiver: HCC tuition waiver for employee and dependents and HCC Continuing Education course fee waiver for employee

Tuition Reimbursement: Tuition reimbursement for employee for up to $3,500 per fiscal year Employee Assistance Program (EAP): Counseling and referral service for employee and dependents

Employee Identification Card: Access to HCC Fitness and Recreation Center, HCC Library, and Bloomington-Normal Public Transit System (Connect Transit) Sick Leave Bank

Long-Term Remote Work: With approval, up to 2 days (16 hours) remote work per week, after a minimum of 5 months in position

Long-Term Alternate Work Schedule: With approval, compressed workweek or flex work schedule, after a minimum of 5 months in position

Flexible Summer Work Schedule: With approval Summer Service Hours: Most College operations close on Fridays at noon, typically beginning the Friday following June 1st and concluding on August 1st; full-time employees will work a 36-hour work week while receiving pay for 40 hours

Benefits listed are subject to change. Specific benefits may be dependent upon employment classification, duration of employment, full-time or part-time work status, etc. Heartland Community College is an equal opportunity institution.

HCC values equity, diversity and inclusion. We create a collegial and welcoming culture by taking collective responsibility in the creation, protection, and enhancement of an equitable, diverse, and inclusive campus community.