Payroll Accounting Assistant

Position Justification Position Information Click here to view Salary Grade Position Title Payroll Accounting Assistant Unit Name Human Resources Salary Grade 5 Number of Months 12 months Full-time or Part-time Full-Time Hours per week 40 Proposed Annual Salary, Hourly Rate or One-time paymentEssential Duties Assists the Payroll Administrator in the overall process of biweekly and monthly payroll operations. Serves as the primary point of contact for biweekly payroll inquiries, leave records and FMLA requests; responds to payroll and leave inquiries from employees and departments; resolves issues in a timely and professional manner. Prepares and processes the biweekly payroll ensuring payroll transactions are accurate, complete, and compliant with federal, state and University policies. Stays current on Department of Labor Fair Labors Standards Act (FLSA) regulations and evolving state laws impacting payroll and leave administration. Responsible for inputting all biweekly payroll entries into Banner; distributes biweekly payroll vouchers to departments; generates end-of-payroll reports. Assists with audits by preparing documentation and reports as needed. Maintains employee and payroll records and documentation in accordance with record retention requirements. Protects the confidentiality of payroll and employee information at all times. Provides employment verification for current and previous employees. Administers and processes FMLA requests, including eligibility determinations, documentation review, approval/denial notices, and tracking leave usage; ensures timely delivery of required notices and correspondence related to FMLA; stays current on changes to FMLA regulations and related leave laws; recommends process or policy updates as needed. Reviews medical certifications and supporting documentation for completeness, authenticity, and compliance with regulatory requirements. Conducts monthly audits of employee leave usage to ensure accuracy, identify discrepancies, and adherence to University policy and applicable federal and state law; reports issues as appropriate. Manages receipt, deposit, and tracking of Dental and Vision COBRA payments. Serves as back-up to the Employment Services Specialist including but not limited to greeting visitors, answering phones, processing mail and Personnel Action Forms, onboarding student workers, E-Verify, Form I-9 and providing support for the University's application portal. Assists the Human Resources Director and Assistant Director, Retirement/Payroll Administrator with monthly, quarterly or annual reports for the University, IHL, federal and state reporting purposes. Performs other reasonable duties as assigned. Minimum QualificationsEducation and Experience: HS diploma required Bachelor's degree in accounting or business administration preferred; professional knowledge equivalent to a bachelor's degree required Minimum of two years experience in payroll, accounting, or a related administrative role; three years preferred Experience working in a university or higher education environment preferred Other Skills, Abilities and Qualifications: Knowledge of basic accounting principles, payroll processes, wage and hour compliance, FMLA, and various reporting requirements Proficiency in Microsoft Excel and other Microsoft Office applications Familiarity with payroll systems Banner experience preferred Strong attention to detail and organizational skills Ability to handle sensitive and confidential information with discretion Effective written and verbal communication skills Reliability in meeting biweekly payroll schedules and deadlines Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform 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 Job, the employee is frequently required to talk or hear and regularly required to stand or sit; walk; and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, and ability to adjust focus. The noise level is moderate. Job Description Summary The Payroll Accounting Assistant ensures the accurate and timely processing of the University's biweekly payroll, supports the Payroll Administrator with payroll and Human Resources functions, conducts monthly leave record audits, manages all Family and Medical Leave Act (FMLA) requests, ensures compliance with federal and state regulations, and prepares required reports. Hours of AvailabilityBackground Check Statement Prior to hiring, the final candidate(s) must successfully pass a pre-employment background investigation. A prior conviction reported as a result of the background investigation DOES NOT automatically disqualify a candidate from consideration for this position. However, failure to disclose may disqualify a candidate. Requisition Detail Information Requisition Number FY20731NF Open Date 02/06/2026 Will this job have a specific close date? No Close DateSpecial Instructions to Applicants

Created: 2026-03-04