Payroll Specialist -Human Resources

TITLE

Payroll Specialist

JOB SUMMARY

Performs advanced professional and administrative payroll work within Human Resources, providing high-level operational and technical support to the Manager of Payroll. Responsible for the accurate processing, reconciliation, and maintenance of payroll, time, and labor records; resolving complex payroll issues; maintaining garnishments; and ensuring compliance with federal, state, and institutional regulations. Supports Employee and Manager Self-Service functions, prepares payroll reports, assists with fiscal and calendar year-end and state reporting, contributes to payroll policy and process improvements, and supports system functionality through Oracle payroll and timekeeping updates. Work is performed under limited supervision, and performance evaluation is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Manager of Payroll

Supervises: May supervise Clerical Support Staff, Student Assistants

ESSENTIAL DUTIES - May include, but not limited to the following:

• Assists in planning, organizing, and coordinating payroll processing activities to ensure accurate and timely employee compensation.
• Accurately calculates, enters, and reconciles payroll, time, and labor data in compliance with established deadlines.
• Provides support for Employee Self-Service and Manager Self-Service related to Payroll, Time, and Labor functions.
• Researches, investigates, and resolves complex payroll, time, labor, and paycheck discrepancies in a timely and professional manner.
• Maintains payroll garnishments and ensures proper processing in accordance with legal requirements.
• Conducts detailed research to calculate prior state service, leave eligibility, transferable hours, longevity pay, and terminating vacation payouts.
• Prepares, reconciles, and distributes payroll reports as needed, including support for fiscal and calendar year-end processes.
• Assists with state-related payroll reporting and ensures compliance with federal and state laws and regulations.
• Meets daily, weekly, monthly, and quarterly payroll deadlines while ensuring accuracy and data integrity.
• Participates in the development, documentation, and implementation of payroll policies, procedures, goals, and departmental strategies.
• Recommends improvements to policies, procedures, and workflows to enhance efficiency and service delivery.
• Develops and implements service-oriented procedures to support employees and management.
• Reviews payroll-related website content to ensure accuracy and functionality of information and links.
• Tests and validates Oracle system patches to assess and confirm impact on payroll and timekeeping functionality.
• Develops and conducts workshops, presentations, and new employee orientation sessions to support learning and compliance requirements.
• Ensures accurate and timely processing of all payroll-related forms, documents, and requests through effective communication and coordination.

ADDITIONAL DUTIES

• Attends Human Resources-related conferences, seminars, and training; some travel may be required.

• Performs other duties as requested.

EDUCATION

High school diploma or equivalent required. Bachelor's degree in Human Resources or a related field of study preferred. PHR/SPHR certification preferred.

EXPERIENCE

Four years of progressively responsible payroll experience, preferably in higher education.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Knowledge of payroll processing principles, practices, and procedures.
• Knowledge of federal and state payroll laws and regulations (e.g., FLSA, wage and hour laws, tax withholdings, garnishments).
• Knowledge of time and labor processes, leave administration, and payroll deadlines.
• Skills in accurately calculating and entering payroll and timekeeping data.
• Skills in researching, analyzing, and resolving payroll discrepancies and complex inquiries.
• Skill in using payroll and HRIS systems, spreadsheets, and reporting tools.
• Skill in interpreting policies, procedures, and payroll-related regulations.
• Skill in organizing work, managing multiple deadlines, and maintaining attention to detail.
• Skill in preparing payroll reports and supporting reconciliations.
• Skill in communicating clearly and professionally with employees, managers, and external agencies.
• Skill in testing system updates or patches to identify functional impacts.
• Ability to maintain a high level of accuracy while meeting strict payroll deadlines.
• Ability to apply federal and state laws, policies, and procedures to payroll processing.
• Ability to handle confidential and sensitive information with discretion.
• Ability to work independently and collaboratively in a fast-paced environment.
• Ability to develop and improve service-oriented payroll procedures.

• Ability to organize work effectively, conceptualize and prioritize objectives, and exercise independent judgment based on an understanding of organizational policies and activities.

• Ability to communicate effectively orally, by phone, in person, and in writing.

• Ability to use a personal computer and other office equipment, including university-related software and email.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment.

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

Texas Woman's University, an AA/EEO employer, provides equal opportunity to all employees and applicants for employment and prohibits discrimination on the basis of race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or any other legally protected category, class or characteristic.

All offers of employment will be contingent on the candidate's ability to provide documents which establish proof of identity and eligibility to work in the United States. Positions at Texas Woman's University deemed security-sensitive require background checks and verification of all academic credentials.

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government. For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.