Specialist, Payroll Services
Valencia College

Position Number:

SE0421.00000

Specialist, Payroll Services

Staff

Full-Time

P4-Staff

Assists with the coordination of the activities within the payroll services department. Responsible for the preparation, processing and distribution of the college payrolls, account reconciliation and related financial reporting.

2026

Non-Exempt

S2814P

Orlando, FL 32811 - West Campus

Monday to Friday from 8am to 5pm.

1

09/30/2024

10/14/2024

No

https://valenciacollege.peopleadmin.com/postings/36973

$ 41,447 - 47,146 yearly

1. Responsible for the preparation and processing of the full-time faculty, staff, part-time faculty, part-time hourly and student payrolls. Includes balancing payrolls to ensure accuracy (using Excel) and reconciling the Federal Work Study payroll with Financial Aid and Finance.

2. Accesses, inputs and retrieves information from a computer using, Banner, Data Warehouse, Microsoft Word, Excel and other software applications. Works with OIT to resolve problems and assist with testing software patches prior to final installation.

3. Supervises the establishment and maintenance of payroll records and files to provide a proper and accurate audit trail for liability accounts, monthly and fiscal year end reconciliations.

4. Responsible for maintaining records and serves as primary contact person for College employees, supervisors and other staff concerning salary, taxes and voluntary deductions. Ensures compliance with federal tax regulations.

5. Responsible for the payment and reconciliation for all College retirement plans including Special Pay Plans (401a, 403b and 457), 401(a)FICA Alternative (which includes transmitting a demographic file), 403(b) voluntary and 457 plans.

6. Responsible for the calculation of pay adjustments including new hires, retroactive pay, promotion, interim assignment compensation and terminal pay calculations in accordance with college policies and procedures. Calculates/validates blended rate overtime. Processes substitution forms and validates associated PTO leave requests.

7. Collaborates with ODHR Compliance and HRISA, as necessary,in compiling, analyzing, and validating data required to prepare internal and external reports, including audits and subpoenas. Prepares and submits various reports including wage verifications.

8. Processes all garnishments, levies and court orders (set-up and validation). Works with the Legal department as necessary.

9. Opens and distributes the mail for the Payroll department and monitors the payroll e-mail inbox. Logs in returned W2s and re-mails any that have address updates. Responds to FileLocker link requests to assist in ensuring that sensitive information is secured.

10. Answers questions regarding payroll issues with information regarding applicable related College procedures and practices. Researches issues and contacts employees and supervisors to resolve problems relating to payroll/timesheets. Manages timesheet approver structure for part-time employees (TE orgs) and places overrides as necessary for full-time timesheet approvers.

11. Processes Employee Separation Forms (terminations) and lets HR Records know when the employee is "ok to terminate."

12. Balances child support, garnishments, tax levies, VCCFoundation, etc. withheld from employee paychecks and reconciles these accounts. Prepares accounts payable checks for payment of these deductions. Informs organizations regarding termination of employees with child support, garnishments, and tax levies. Prepares and mails payroll checks, third party checks, and reissued/duplicate W-2 forms. Deposits incoming checks (tax refunds, wage overpayment repayments, etc.) with proper accounting detail.

13. Runs and reviews the full-time timesheet status report; follows-up with supervisors as necessary. Reconciles the Banked Holiday report and updates leave balances accordingly.

14. Assists with the creation and posting of payroll schedule, FT/PT/WS time sheet deadline schedule and other payroll forms. Updates holiday schedule in Banner.

15. Enters and updates changes to information in payroll system regarding direct deposits and W-4s including inactivating direct deposit information for terminated employees and adding information for new hires (All new employees have W-4 and direct deposit information entered. Full-time employees have additional set up of default FRS and imputed life). Audits and adjusts employee records claiming exempt fromFederal Withholdingannually (in February).

16. Analyzes part-time 2,080 hours report for FRS eligibility and enters deduction when eligibility requirements are met. Notifies HR Records and supervisor/budget manager with effective date when enrollment is complete.

17. Scans and indexes paperwork pertaining to payroll processing Electronic filing system) and places supply orders through Amazon.

18. Performs other related duties as assigned.

Not Applicable

High school diploma or general education degree (GED).

Three (3) years of bookkeeping/payroll accounting experience, to include experience with Microsoft Word and Excel computer software applications.

Associate's degree in Accounting, Finance or Business from a regionally accredited institution.

Experience with payroll systems.SCTBanner experience.
Progressive payroll accounting experience with a computerized payroll accounting system.
Experience with word processing, spreadsheet and database software.

Knowledge and understanding of payroll applications, computerized payroll systems, federal tax laws/codes, reporting requirements, College policies and state auditing guidelines.
Knowledge of tax deferred annuities and garnishments.
Strong customer service skills and high level of attention to detail.
Ability to implement payroll procedures and system specifications.
Ability to access, input and retrieve information from a computer.

This job primarily operates in a hybrid environment - 80% remote with at least one day per week in an office. The employee will routinely operate standard office equipment including but not limited to computers, keyboards, mouse, phones, photocopiers, printers, scanners, filing cabinets and fax machines. While performing the duties of this job, the noise level in the work environment is usually quiet to moderate.
Typical physical competencies include but are not limited to frequently remaining stationary, moving, reaching, positioning self and occasionally ascending/descending, lifting/moving objects weighing between 5-15 pounds. This job also entails frequently communicating, discerning and exchanging information, detecting and perceiving objects up close, at a distance, and the ability to adjust focus. Cognitive abilities include but are not limited to frequently using discretion, judgment, reasoning, memory, learning, maintaining confidentiality, comprehension, problem solving, and decision-making.
The typical work environment, physical and cognitive demands listed above are representative of those that must be met by an employee to successfully perform the essential functions of this job. The College has a process to identify and make available reasonable accommodations to enable individuals with disabilities to perform the essential functions.

Hybrid - Primarily remote/work from home with occasional (at least once a week) in-office work.
This position had a reasonably low access to protected health information and is required to participate in training relative to handling of protected health information.