Payroll Team Lead

: JobID: 2062 Position Type: Technical/Professional Date Posted: 4/29/2025 Location: Rock Valley College Position Title: Payroll Team Lead Department: Accounts Payable/Payroll (APP) Division: Finance Services (FIS) Employee Status: Full-time Group: Professional Staff Association (PSA) Grade: K Salary: $57,000-$60,000 annually FLSA: Exempt ICCB Classification: Professional Revised: 07/17, 11/18, 04/19, 05/19, 09/21, 04/25 Reporting Relationships Reports to: Direction is received from the Executive Director of Finance. Supervision Exercised: Supervision exercised over Payroll Assistant and maybe exercised over student workers or temporary employees. Job Summary Provide oversight of the activities, processes, and personnel in the Payroll Department. Perform payroll processing and reporting in accordance to policies, procedures, and governing regulations for the College. Serve as a technical expert in payroll; ensuring payroll tasks are completed accurately within defined timelines. Assist in research and implementation of newly issued payroll regulations. Assist with coordination and preparation of annual external audit, as it pertains to payroll. Achieve and maintain a thorough operating knowledge in areas of assigned responsibility as detailed below. Essential Duties and Responsibilities include the following. Additional related duties may be assigned.

• Lead and manage the entire payroll process, from data collection to post-payroll processes, ensuring all tasks are completed accurately and on time

• Process payroll from initiation to reconciliation and reporting

• Prepare and submit federal and state tax filings, reconcile and generate payroll-related reports, including those for State University Retirement System (SURS), annuities, direct deposits, child support, and wage deduction orders. Additionally, prepare and reconcile payroll-related financial records, and post journal entries to the general ledger related to payroll.

• Monitor, process and reconcile leave accruals and deductions.

• Provide Payroll Assistant with support and training.

• Prepare and reconcile quarterly reports, including federal and state 941 tax returns and quarterly unemployment reports (IDES).

• Prepare, reconcile, print, and distribute annual W-2 form.

• Coordinate employee earnings reporting to SURS and other external agencies.

• Administer, develop and implement payroll documentation, including standard operating procedures (SOPs), pay period calendars, fiscal year-end deadlines, and other essential schedules for employees

• Participate in ongoing review of the College's practices; ensuring adherence to the College's policies, mission and goal statements, labor contracts, and state and federal laws and regulations as they pertain to payroll

• Research laws and regulations pertaining to payroll withholding and tax and communicate changes to appropriate personnel. Responding quickly to these changes and updating the system and/or reporting accordingly.

• Maintain a high degree of confidentiality regarding all pay related data.

• Provide clear and accurate payroll information to customers and assist internal and external contacts in resolving specific payroll issues.

• Perform a wide variety of record keeping and payroll processing activities; including computing wage and overtime payments, retroactive payments, calculating and recording payroll deductions, and direct deposit authorizations

• Review and audit timekeeping records for compliance with established standards, maintain time and attendance records, post changes in pay and tax status, and miscellaneous changes.

• Possess a working knowledge of Ellucian Colleague, including its file structure, processes and the relationships between Payroll, Human Resources, IT and Self Service. Collaborate with IT and HR to test, implement and optimize new Colleague modules and payroll applications.

• Partner with the IT department to guide the direction of the payroll system, identifying opportunities for continuous process improvements, formulating system requests and analyzing post-implementation results

• Remain current in technology advancements utilizing Colleague software and 3rd party vendors, Entrinsik Informer, and Perceptive Content (Image Now).

• Participate in the annual audit as it pertains to payroll.

• Attend appropriate seminars and workshops.

• Serve on appropriate College committees.

• Perform routine and non-routine data retrieval, research, analysis, and reporting from the payroll records as requested.

• Assist Human Resources department in new hire orientation when requested.

• Regular attendance is expected.

• Use tact and courtesy to establish and maintain professional working relationships

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Minimum Qualifications

• Associate Degree, including courses in Accounting or Business.

• Proven experience in payroll processing.

• Working knowledge of Microsoft Office Suite.

Knowledge, Skills, and Attributes

• Must be technically proficient.

• Must be a proactive problem solver, capable of identifying, analyzing, and resolving issues and inefficiencies.

• Must be an efficient manager of resources, decision making, and using planning tools.

• Strong communication skills to interact with employees, management, and other departments

• Must be able to manage multiple tasks and meet crucial deadlines with accurate results.

• Must be detail oriented and possess a strong work ethic.

• Ability to handle sensitive information with integrity and confidentiality

Preferred Qualifications

• Bachelor Degree in Accounting or Business

• Experience in payroll processing in higher education

Work Environment While performing the duties of this job, the employee regularly works in an office setting. Physical Demands Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools, or controls, and reach with hands and arms. The employee is frequently required to stand, talk, and hear. Application Process Applicants are encouraged to submit their materials electronically at Application review will begin May 19, 2025.