Payroll Support Specialist

Position Description

Position Title

Payroll Support Specialist

Secondary Title

Group / Grade

6

Classification

Classified

Work Location

All Campuses

Overtime Eligible

Non-Exempt

Division

People, Culture, & Safety

Differentials

Department

Human Resources

Reports To

Director of HR, Payroll, & Student Employment Services

Supervision Received

Works under the general supervision of the Director of HR, Payroll, & Student Employment Services

Supervisory Responsibility

Supervision is not a responsibility of this position. May oversee the work of student employees.

Position Summary

The Payroll Support Specialist plays a crucial role in the daily operations of payroll processing and handling queries. This role primarily focuses on extensive data entry and the meticulous processing of payroll data to support the payroll department's activities. Responsibilities include preparing and validating payroll reports, ensuring accurate and timely payroll deliveries, and assisting in comprehensive data management tasks. The specialist collaborates closely with the Payroll & Benefits Specialist and Payroll, Retirement, & Leave Programs Coordinator. This position is essential for ensuring that all payroll functions are executed precisely and efficiently.

Payroll Administration Support

• Collect and organize timecards, enter preliminary data into the payroll system and ensure all overtime and vacation payouts are queued for processing.

• Support the processing of electronic and paper timecards.

• Assist in managing the ADP Time & Attendance and ADP iPay systems.

• Assist with the issuance of manual checks, including final paychecks as required.

• Support the reporting and processing of garnishments, child support orders, and IRS Tax levies.

• Assist in the reconciliation and payment of payroll liabilities, such as union dues.

• Assist with processing employee wage overpayments and repayments. 

General HR/Payroll

• Support the maintenance of accurate employee records.

• Help Employees in registering for ADP system and assist with password resets and basic system navigation.

• Assist in the research and interpretation of laws, codes, regulations, rules and policies related to payroll.

• Assist with employee verifications and Public Service Loan Forgiveness processes.

• Provide administrative support during personnel and payroll processes, ensuring all required documents are accurately completed and filed.

• Provide assistance in addressing payroll and benefits inquiries from staff.

• Support collaboration with the Budget & Finance Department.

• Assist in training and overseeing the work of student employees within the department. 

Other Duties as Assigned

• May participate in College committees as assigned.

• Engages in professional growth opportunities as assigned.

• Performs other duties as assigned.

Institutional Expectations

• Demonstrates our core values of integrity, collaboration, diversity, equity, and inclusion, sustainability, and courage.

• Actively contributes to a culture of respect and inclusivity by collaborating effectively with students, colleagues, and the public from diverse cultural, social, economic, and educational backgrounds.

• Participates in recruitment and retention of students at an individual and institutional level in promotion of student success.

• Embraces and leverages appropriate technology to accomplish job functions.

• Provides high quality, effective service through learning and continuous improvement.

Minimum Qualifications

• Education

• An Associate's degree in business/accounting, or related area is required.

• Experience

• A minimum combined total of three years payroll and/or related bookkeeping/accounting experience is required.

Only degrees received from an accredited institution will be accepted:  accreditation must be recognized by the office of degree authorization, US Department of Education, as required by ORS 348.609. Final candidate will be required to provide official transcripts for required degree.

Any satisfactory equivalent combination of education and experience which ensures the ability to perform the essential functions of the position may substitute for the requirement(s). Please see our Applicant Guide for more information on education/experience equivalency guidelines. 

Preferred Qualifications

• Bachelor's Degree in Business or Related Field.

• Human Resources experience.

• Payroll or ADP certification.

Essential Knowledge, Skills, & Abilities (Core Competencies)

• Knowledge

• This position would need to have a basic understanding of payroll and accounting principles: how to process payroll, timecards, deductions, manual checks, applying IRS, BOLI and federal wage and hour laws to process payroll. Knowledge of ADP  Workforce Now

• Payroll recommended. Principles, methods, systems, and practices in payroll and human resources policies and procedures; collective bargaining language and process; overpayment procedures; federal and state employment laws and regulations; Oregon wage and hour laws; ADP Payroll systems including Workforce Now; Microsoft Office Suite products, including Excel, Word, spreadsheet applications; document imaging; business English, grammar, spelling, and punctuation.

• Skills

• Excellent verbal and written communication skills; data entry and bookkeeping skills; excellent organizational and time management skills; decision making and planning skills; and computer skills.

• Abilities

• Work under pressure and meet monthly deadlines with constant interruptions; adapt to irregular work schedule during start of term and other peak times; maintain confidentiality of records and highly sensitive information; learn computer applications specific to the requirements of the position; clarify, explain, and apply rules, regulations and procedures as they relate to payroll, human resources and college policies and procedures; respond promptly to requests from staff and the public; meet deadlines and accomplish assigned tasks within timelines, including maintaining accurate records and files; communicate effectively with tact, patience, and courtesy with the public, fellow workers, students, faculty, and staff; work independently with minimal supervision; plan, organize, and prioritize own work to meet deadlines and accomplish assigned tasks.

Other Requirements

• For assignments requiring operation of a motor vehicle, possession of a valid Oregon Driver's License or the ability to obtain one within 30-days of employment, and maintenance of an acceptable driving record are required.

Remote Work Options (see AP 7239 Working Remotely for more details)

• This position functions as an in-person work arrangement, working on-campus with either a set schedule or flexibility depending on operational needs.

Physical Demands

The physical demands listed below represent those that must be met by an incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

• Manual dexterity and coordination are required for over half of the daily work period (about 80%) which is spent sitting while operating office equipment such as computers, keyboards, 10-key, telephones, and other standard office equipment.  While performing the duties of this position, the employee is frequently required to stand, walk, reach, bend, kneel, stoop, twist, crouch, climb, balance, see, talk, hear, and manipulate objects. The position requires some mobility including the ability to move materials less than 5 lbs. daily, and 5-25 lbs. occasionally.  This position requires both verbal and written communication abilities.

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this position, the employee is primarily working indoors in an office environment.     The employee is not exposed to hazardous conditions. The noise level in the work environment is usually moderate and lighting is adequate.

This is a Full-time Classified, 40 hour per week (100%) position in the Human Resources department. Starting compensation is entry level for Group 6 on the Classified Wage Schedule. The compensation estimation below is based on the 2023-24 wage schedule; effective July 1, 2024, the wage schedule will increase by 3.4%.

Position will remain open until filled with screening scheduled to begin 7/15/2024.   Applications received after the screening date are not guaranteed review. Documents required for submission include a cover letter and resume. Applications missing any of the listed required documents may be considered incomplete and ineligible for further review.

RCC is committed to a culture of civility, respect, and inclusivity. We are an equal opportunity employer actively seeking to recruit and retain members of historically underrepresented groups and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

CANDIDATES WITH DISABILITIES REQUIRING ACCOMMODATIONS AND/OR ASSISTANCE DURING THE HIRING PROCESS MAY CONTACT HUMAN RESOURCES AT 541-956-7329. ONLY FINALISTS WILL BE INTERVIEWED. ALL APPLICANTS WILL BE NOTIFIED BY EMAIL AFTER FINAL SELECTION IS MADE. INTERVIEW COSTS ARE AT APPLICANT'S EXPENSE. FINAL CANDIDATE WILL BE REQUIRED TO SHOW PROOF OF ELIGIBILITY TO WORK IN THE UNITED STATES. FOR POSITIONS WITH A DEGREE REQUIRED, ONLY DEGREES RECEIVED FROM AN ACCREDITED INSTITUTION WILL BE ACCEPTED; ACCREDITATION MUST BE RECOGNIZED BY THE OFFICE OF DEGREE AUTHORIZATION, US DEPARTMENT OF EDUCATION, AS REQUIRED BY ORS 348.609.

Public Service Loan Forgiveness

Rogue Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.

Rogue Community College does not discriminate in any programs, activities, or employment practices on the basis of race, color, religion, ethnicity, use of native language, national origin, sex, sexual orientation, gender identity, marital status, veteran status, disability, age, pregnancy, or any other status protected under applicable federal, state, or local laws. For further policy information and for a full list of regulatory specific contact persons visit the following webpage: www.roguecc.edu/nondiscrimination.