Human Resources and Payroll Coordinator

The Beloit Advantage:

• Outstanding Benefits Package – Includes health, dental, vision, retirement contributions, and college-paid life insurance.
• Tuition Remission & Educational Opportunities – Take classes at Beloit College for personal enrichment or toward a degree, with tuition benefits for eligible employees and their dependents.
• Professional Learning & Development – Access workshops, conferences, and training to support your growth and career advancement.
• Generous Paid Time Off (PTO) – Includes generous paid time off plus a brief winter break to recharge.

Occupational Summary:

This position provides administrative and technical assistance to the Human Resources department at Beloit College. Primarily responsible for assisting with the processing and timely completion of the payroll function for one monthly faculty and administrative payroll, two semi-monthly student payrolls, bi-weekly hourly payrolls, and other special program payrolls or special paychecks as necessary. The Payroll and Human Resources Assistant works closely with and consults with the Payroll Manager on a regular basis. Other responsibilities include providing general support for the Human Resources Office.

Characteristic Duties and Responsibilities:

1. Assist in preparing and maintaining payroll records for all employees. Includes reviewing and processing timecards and other payroll information, calculating and monitoring overtime, sending requests for corrections, setting up and maintaining proper earnings, deduction, and withholding files, entering data into payroll system and answering questions related to payroll
2. Processes semi-monthly student payrolls and bi-weekly hourly payrolls. Verifies positions, deductions, tax withholding and direct deposit information for accuracy.
3. Assists with production and reconciliation of pre-check reports, printing and distribution of paychecks and related reports. Responsible for timely distribution of paychecks through campus mail, U.S. mail, and handling of direct payroll deposits.
4. Sends positive pay files, garnishments, direct deposits, child support, HSA and retirement ACH files each payday.
5. Assists in reviewing and verifying documentation for all new hires, terminations, promotions, transfers, and employee payments – wage changes, stipends, bonuses, etc. Make necessary adjustments or corrections.
6. Assists in reviewing and verifying documentation for all voluntary payroll deductions. Make necessary adjustments or corrections.
7. Collects and processes new hire paperwork for students. Verifies financial aid approval for on campus employment. Enters new student employees in EX and processes student hire requests. Prepares packets for new student days.
8. Reviews PNC suspects and creates rules for future payments.
9. Work with the Payroll Manager to Determine the appropriate tax status of all non-resident alien employees/students. Assist with annual programs to assist non-resident students with preparation of federal/state tax returns.
10. Works closely with Financial Aid to monitor federal work-study earnings and makes adjustments when necessary. Provide spreadsheets, reports, source documents, and reconciliations for financial aid audit.
11. Reports new hires to the State of Wisconsin.
12. Monitors, records, and posts PTO, SBL, Bereavement, and FMLA use.
13. Assists with retirement and general audits by pulling and scanning payroll files, forms, and timecards.
14. Assists with printing and distributions of appointment letters, W-2 and 1095-C forms.
15. Provide technical and procedural assistance with online time entry to faculty, staff, and students.
16. Accurately prepares and produces reports or correspondence needed by employees or outside agencies for garnishments, employment and salary verifications. Files documents in employee files.
17. Greet visitors and answer incoming telephone calls. Assists directly with routine payroll inquiries in line with written Beloit College policy.
18. Inventories and maintains adequate office supplies and payroll forms.
19. Assists with other human resources and payroll duties so as to provide backup for those positions when necessary.
20. File all Human Resources documents promptly to ensure compliance, reduce risk, and maintain accurate employee records.
21. Work with CHRO on student employment duties.
22. Maintain and update the Human Resources webpage.
23. Assist Benefits and Recruiting Manager with background checks.
24. Other similarly related duties as assigned.

Credentials and Experience:

1. High School diploma required; Associate's degree preferred.
2. Previous payroll experience preferred.
3. Experience planning, organizing, and prioritizing multiple tasks and projects simultaneously with frequent interruptions is required.
4. Proficiency with Microsoft Office software with strong Excel skills; ability to learn other software relevant to duties.

Knowledge, Skills, and Abilities:

1. Demonstrated knowledge of payroll principles, practices, and procedures.
2. Demonstrated skill in the utilization of automated payroll systems.
3. Ability to understand and appreciate the mission of a residential, liberal arts college and to work well, in a fast-paced office, with diverse faculty, staff, students, alums, general public in a variety of situations.
4. Ability to develop, and to contribute to, learning and work environments welcoming to people from a diverse variety of backgrounds and experiences.
5. Excellent verbal and written communication skills, including grammar, punctuation, spelling and proofreading.
6. Flexibility and willingness to adapt to changing activities, expectations, and responsibilities.
7. Strong attention to detail with the ability to work independently and meet deadlines.
8. Excellent problem solving skills, with the ability to think critically, effectively prioritize, plan, and organize multiple tasks and projects and meet set deadlines without immediate and constant supervision.
9. Knowledge of customer service standards and the ability to communicate effectively with faculty, administrators, staff, students, families of students, prospective students and their families and the general public.
10. Strong ethical values, capable of maintaining the utmost discretion and confidentiality at all times.
11. Willingness to look for improvements in personal and office performance and initiate proposals which enhance the work of the office.

The intent of this job description is to provide the general nature and level of work required of employees who are assigned to this classification and shall not be constructed as an all-inclusive list of duties and responsibilities. Employees may be instructed to perform job-related duties and responsibilities other than those specifically presented in this description.