Payroll Accounting Processor

Job description

Administrative Full-Time

At Umpqua Community College (UCC), we're proud to be more than a place to learn. We're a community of educators, innovators, and dedicated professionals working together to create opportunities throughout Douglas County and beyond. From helping students take their first steps toward a career to supporting the people who make those opportunities possible, every role at UCC contributes to something bigger. Behind every classroom, student service, and campus experience is a team working hard to keep things running smoothly. We're looking for a detail-minded, resourceful professional to join our Payroll team and help ensure our employees are paid accurately, on time, and with confidence.

The Impact You'll MakePayroll is personal. It's about making sure people receive the pay they've earned, their benefits and deductions are handled correctly, and the financial details behind every paycheck add up. As our Payroll Accounting Specialist, you'll play an essential role in making that happen. You'll bring together payroll processing, accounting, problem-solving, and customer service to keep our payroll operations accurate, compliant, and running smoothly.

EXAMPLES OF DUTIES

• Monitors and reviews employee time records within the College’s timekeeping system, providing guidance and assistance to employees and supervisors to ensure accurate reporting of work time and leave.
• Transmits and validates timekeeping data within the payroll system, reviewing information for completeness, accuracy, and compliance with established payroll procedures and applicable regulations.
• Calculates employee compensation based on contracts, timesheets, overtime, leave usage, stipends, and other pay factors in accordance with college policies and federal and state labor laws.
• Reviews, consolidates, and enters payroll data into the payroll system, exercising independent judgment to identify discrepancies and resolve errors prior to payroll processing
• Processes payroll in accordance with established schedules, ensuring timely and accurate payment of wages and proper application of deductions and withholdings.
• Coordinates payroll disbursement processes, including direct deposits and check distribution, ensuring appropriate internal controls and confidentiality are maintained.
• Prepares payroll registers and conducts preliminary reviews to identify variances, inconsistencies, or potential errors prior to managerial approval.
• Prepares payroll-related reports and supporting schedules for tax reporting, accounting reconciliation, and internal review purposes.
• Assists employees, supervisors, and departments by responding to payroll-related inquiries and resolving issues related to pay, deductions, and time reporting.
• Maintains current knowledge of federal and state payroll laws, regulations, and reporting requirements to support compliant payroll operations.
• Collaborates with Payroll, Accounting and Finance, and Human Resources staff to ensure payroll data accuracy, proper system integration, and alignment between personnel actions and payroll records.
• Prepares payroll deduction and liability reports and supports reconciliation of payroll-related accounts, submitting documentation to the Payroll Manager for review and approval.
• Assists with preparation and distribution of annual payroll tax forms, including W-2 processing and related reconciliations.
• Prepares payroll journal entries and supporting documentation for review and posting within the College’s financial system.
• Provides operational support to Accounting and Finance functions during non-payroll processing periods, as assigned, while maintaining payroll processing as the primary responsibility.
• Identifies opportunities for process improvement and recommends procedural or system enhancements to improve efficiency, accuracy, and internal controls.
• Perform other duties as assigned by the Payroll Manager.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of SCT Banner payroll systems or comparable payroll and human resource information systems (HRIS), including the ability to navigate, interpret, and validate system-generated data.
• Demonstrated attention to detail and commitment to data accuracy, with the ability to identify discrepancies, analyze variances, and resolve issues proactively.
• Working knowledge of accounting principles and practices, including payroll-related financial transactions, reconciliations, and journal entry preparation.
• Knowledge of applicable Oregon and federal payroll laws, regulations, and reporting requirements, including tax withholding and wage and hour compliance.
• Ability to apply critical thinking and analytical skills to evaluate payroll and financial information, interpret policies and regulations, and exercise sound judgment in resolving complex payroll and accounting issues.
• Ability to prioritize competing deadlines and function effectively under pressure while maintaining accuracy and confidentiality.
• Strong interpersonal and communication skills, including the ability to explain payroll procedures and requirements clearly to staff.
• Ability to collaborate effectively with Payroll, Accounting and Finance, Human Resources, and other departments to ensure accurate data flow and compliance with institutional processes.
• Proficiency in Microsoft Excel and other business software sufficient to analyze data, reconcile accounts, and prepare reports.
• Ability to evaluate existing processes and recommend improvements that enhance operational efficiency, internal controls, and compliance.

QUALIFICATIONS

• Demonstrated ability to learn and perform payroll and accounting support functions.
• Experience using computerized office systems and standard business software.
• Basic proficiency with Microsoft Excel or the ability to develop proficiency within a reasonable training period.

Preferred Qualifications:

• Associate's degree, or a combination of education and experience commensurate with job duties.
• One year of payroll experience, or formal training with majority of emphasis on payroll.
• 3 years of experience with computerized office systems.
• Proficient Microsoft Excel skills.

SUPPLEMENTAL INFORMATION

SPECIAL INSTRUCTIONS TO APPLICANTS:

For full consideration applicants must submit with their application all of the following:

• A cover letter which addresses your interest in Umpqua Community College and how you would excel in this position.
• Current resume that includes educational and professional work experience.
• A list of 3 professional references listing contact information including email address.

VETERAN'S PREFERENCE STATEMENT:Umpqua Community College provides employment preference to qualified veterans in accordance with ORS 408.225, 408.230, and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will be given only if the applicant meets the minimum qualifications for the position and electronically attaches the required documentation at the time of application.

Required Documentation:

Applicants claiming veteran's presence must submit one of the following:

• Member Copy 4 of the Certificate of Released or Discharged from Active Duty (DD Form 214 or 215) or
• Letter from the U.S. Department of Veterans Affairs including receipt of a non-service connected pension. Disabled veterans must also submit a copy of their Veterans Disability Preference Letter from the Department of Veterans Affairs.

Resources:

• Request military service records: https://www.archives.gov/veterans/military-service-records
• Veterans Preference information: https://www.oregon.gov/boli/workers/pages/veterans-preference.aspx

STATEMENT OF EQUAL OPPORTUNITY:

UCC prohibits unlawful discrimination based on race, color, religion, national origin, sex, marital status, disability, veteran status, age, sexual orientation, or any other status protected by federal, state, or local law in any area, activity, or operation of the College. The College also prohibits retaliation against an individual for engaging in activity protected under this policy and interfering with rights or privileges granted under anti-discrimination laws.

Employment with Umpqua Community College is contingent upon background check approval.

Benefits

Umpqua Community College provides a comprehensive benefit package to all Full-Time, regular employees. This includes:

• Medical Insurance (includes college contribution towards monthly premiums)
• Dental Insurance (includes college contribution towards monthly premiums)
• Vision Insurance (includes college contribution towards monthly premiums)
• $30,000 Basic Life & AD&D Insurance (employer paid)
• Long Term Disability Insurance
• Paid Time Off : includes vacation, personal, and sick leave
• Paid Holidays
• Tuition waiver for employee, spouse and eligible dependents
• Employee Assistance Program
• Oregon Public Service Retirement Plan (PERS)

Optional Benefits including:

• Oregon Savings Growth Plan 457(b)
• Various 403(b) and Tax-Sheltered Annuity Plans
• Section 125 plan (Flexible Spending)
• Personal Short-Term Accident & Disability, additional Life Insurance and Cancer Insurance plans