Payroll Specialist

City Colleges of Chicago’s vision is to be recognized as the city’s most accessible higher education engine of socioeconomic mobility and racial equity – empowering all Chicagoans to take part in building a stronger and more just city.  The community college system’s more than 3,500 faculty and staff serve more than 60,000 students annually at seven colleges and five satellite sites.

Payroll Services facilitates the timely and accurate processing of timekeeping, direct deposit authorizations, employment tax forms, as well as various internal and external payroll deductions. The department is responsible for tax compliance, the filing of federal and state returns and payments. Payroll Services staff use PeopleSoft HCM (HR) to process, calculate, and produce employee paychecks for full-time and part-time employees.

PRIMARY OBJECTIVE

Reporting to the Director-Payroll, the Payroll Specialist performs payroll functions to ensure the accurate and timely processing of payroll documents, with a focus on managing employee direct deposit records;  processing Federal and State W-4 forms, garnishments, and other payroll adjustments; other adjustments; resolving payroll issues and making corrections; and providing customer service via telephone or email.  This role involves attention to detail and the timely resolution of payroll-related inquiries in compliance with applicable payroll regulations and procedures.  Performs related duties as required.

ESSENTIAL DUTIES

Direct Deposit Management

·         Maintains and updates employee direct deposit information in the payroll system.

·         Ensures that all direct deposit requests are processed accurately and promptly.

·         Verifies the accuracy of direct deposit bank details to ensure timely and correct payroll distribution.

W-4 Form Administration

·         Processes and maintains Federal and State W-4 forms for all employees, ensuring accuracy and compliance with applicable federal and state tax laws.

·         Reviews and updates W-4 forms as required, ensuring proper withholding adjustments are made based on employee requests or changes in tax law.

Payroll Communications

·         Manages the payroll general email inbox, responding to inquiries from employees and resolving payroll-related issues in a timely and professional manner.

·         Reviews and ensures timely and accurate processing of tax documents, garnishments, and other payroll documents and correspondence received via US mail.

·         Ensures that all payroll-related communications are properly filed, archived, and accessible for future reference.

Payroll Support & Customer Service

·         Serves as the first point of contact for employees with payroll inquiries, providing assistance and addressing concerns regarding payroll, benefits, and taxes.

·         Assists in processing payroll adjustments or corrections as needed, ensuring minimal disruption to payroll timelines.

·         Collaborates with other departments to resolve payroll issues, including benefits and human resources, as necessary.

Compliance & Reporting

·         Ensures all payroll-related documentation, including direct deposit forms and W-4 forms, is maintained in compliance with federal, state, and institutional policies.

·         Assists with periodic audits of payroll records, ensuring all data is accurate and up-to-date.

·         Stays informed of any changes to federal or state tax laws and ensure compliance with updated regulations.

Additional Duties

·         Assists in other payroll-related functions as needed, including payroll processing, record keeping, and special projects.

·         Perform other duties as assigned by the Director of Payroll.

·         Adheres to CCC’s Customer Service Excellence standards.

REPORTING RELATIONSHIPS

Reports To                        Director-Payroll

Direct Supervision          None

QUALIFICATIONS

·         Associate’s degree from an accredited college or university required, preferably in Accounting, Finance, Business Administration, or a related field

·         Payroll certification (e.g., FPC or CPP) is a plus but not required

·         At least one year of payroll experience, preferably  within a higher education or public sector environment

·         An equivalent combination of education and experience may be taken into consideration

·         Experience with payroll software or systems (e.g., PeopleSoft (Oracle) Human Capital Management System, WorkForce, or similar) preferred

·         Familiarity with payroll tax forms, including W-4s, and direct deposit procedures

·         Familiarity with applicable payroll laws and regulations

·         Strong attention to detail and accuracy

·         Excellent organizational skills, with the ability to handle multiple tasks and priorities

·         Strong verbal and written communication skills

·         Good customer service skills and problem resolution skills

·         Ability and willingness to work occasional extended hours during peak payroll periods or special payroll projects

·         Ability to maintain confidentiality and handle sensitive information in compliance with privacy standards and legal requirements

·         Ability to work both independently and as part of a collaborative team

·         Ability to interact effectively with employees, organizational leadership, and external parties as needed

·         Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook)

WE OFFER: Excellent health and welfare benefit package and long-term savings and investment programs including 403(b) & 457(b) Investment Plans and a pension plan with the State University Retirement System (SURS) Plan. Generous vacation, holiday, personal and sick days, and tuition reimbursement. For a more detailed overview of benefits, please visit the benefits page of our website.  

We are an equal opportunity and affirmative action employer. Chicago residency is required for all full-time employees within 6 months of hire. Thank you for your interest in CCC!