Payroll Specialist II

Primary Function

The Primary function of this position is to update, edit, and maintain the payroll information required to properly pay the employees at Northern Illinois University. This position is primarily responsible for the data of the hourly paid employees but is crossed trained and also assists with the salaried paid employee data updating. This position also assists with the production of reports and statements associated with payroll.
This position reports primarily to the Payroll & Compensation Office. The integrated nature of the Human Resource Information system also requires close conjunction with all other Human Resource areas as well as Campus Departments.

Duties and Responsibilities (generally)

• Reviews and edits hourly timesheets and summaries for inaccuracies and FLSA compliance prior to payroll calculations.
• Interpret union contracts – applying rules and benefits when reviewing time reported
• Coordinates submission of missing departmental summaries before calculation processes
• Review audit reports of time entry load process to determine inaccuracies of overtime application, improper differentials, etc. before hourly payroll calculation
• Verifies the payroll system totals balance with the departmental control sheet totals
• Trains less experienced personnel on payroll procedures.
• Enters a variety of different voluntary deductions codes and amounts such as charities into computer
• Enters requires involuntary and union dues deduction codes and amounts into computer
• Enters additional pay information including inclusive dates, amounts and account information
• Evaluates and updates pay lines with state offset deduction amounts for both hourly and salaried payrolls
• Serves as a backup for all data entry when necessary
• Prepares duplicate W-2s as needed for employees
• Back up journal entries and vendor check requests for all voluntary and in voluntary deductions and union dues
• Back up transfer information for those deduction amounts that can be electronically transferred by Treasury Operations
• Checks W-4 and Direct Deposit entry after imputed into computer system
• Responds to telephone, email, walk-in, and mail inquires and requests for information and documents
• Filing of Additional pays in books and employees files as time allows.
• Additional duties as assigned by supervisor

Minimum Required Qualifications for this position

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER
1. Possession of credential requirements listed for the Payroll Specialist I (Level II)
2. One year of work experience performing duties comparable to those listed in the Payroll Specialist I
or One year of vocational training in a related business curriculum (such as accounting, business administration, finance, economics, or management sciences)
or 6 semester hours in a related business curriculum (such as accounting, business administration, finance, economics, or management sciences)
or 15 semester hours in any field
or Any combination of the above totaling one year

PERSONAL ATTRIBUTES NEEDED TO UNDERTAKE JOB
1. skill in analyzing and solving arithmetical problems
2. skill in the operation of business office equipment
3. skill in working accurately with details
4. good communications skills (oral and written)
5. skill in using spreadsheet and/or work processing software
6. ability to deal tactfully with sensitive or confidential information
7. supervisory ability
8. ability to act as inter- and intra-departmental liaison

Specialty Factors (Additional Required Qualifications)

Education and Experience Preferred

NA

List the knowledge, skills, and abilities critical to the performance of this position.

This position requires a good knowledge of Payroll, Employment Services and Benefit policies and regulations as they relate to the Human Resource Information system. This position must be able to work accurately with detail and understand the application of FLSA standards. A general knowledge of the State and Federal Tax regulations for proper withholding as well as the Automated Clearing House requirements for Direct Deposit of pay is also required. This position must be familiar with deduction, reduction, and contribution procedures and safe accurate storage methods of record retention.

Working Hours
M-F 8 - 4:30 some additional hours required
Hiring rate/range
Commensurate with experience, education, and internal equity; position includes a robust benefits package to eligible applicants.
Posting Date
01/15/2021
Closing Date
01/29/2021
Priority Review Date

Special Instructions to Applicants

• Fully complete the Education and Work History sections of the application. Be specific on your entire work history, including employment dates and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position, however, it will be converted to a full-time equivalency to determine combined length of experience.
• If you have education and/or training in excess of what is required, we encourage you to upload your unofficial transcripts.
• After the posting has closed, your submission will be reviewed to determine if you meet the minimum qualifications for the classification, including any specialty factors associated with this particular position.
• Please monitor your e-mail for further information regarding your application. Emails will be generated from jobs@niu.edu and CivilServiceTesting@niu.edu. Please add these emails to your address book to ensure timely delivery of any future communication.
• We STRONGLY recommend that contact information used in your online profile be personal use, not professional/work information: personal email address, home address, and phone numbers. The information you provide is used to make contact on search updates, department referrals and interviews, etc. We must be able to relay sensitive and important information in a way that protects your privacy concerning job search activity, now and in the future.
• ALL QUALIFIED CANDIDATES WILL BE SCHEDULED TO COME TO THE NIU DEKALB CAMPUS TO TAKE A STATE UNIVERSITIES CIVIL SERVICE EXAMINATION . At the time of testing, you will be required to present a photo ID. NOTE : If you have previously tested for this classification and wish to rewrite the exam to improve your score and register position, please contact the Civil Service Testing Office by the posting deadline.
• Required documentation noted in the posting such as driver’s license, licensures, or certifications MUST be presented at the time of examination.
• If eligible for Veteran’s Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application in order to receive the maximum eligible points on the Civil Service examination.
• After testing of all qualified applicants has been completed for this position, the names with the top three scores will be referred to the hiring department for interview.
• Click on Payroll Specialist II for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
• Please click Human Resource Services – Benefits for detailed information about Northern Illinois University’s benefits package.
• Employment is contingent upon your passing a criminal background investigation. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Link to Department Homepage
Human Resource Services
Physical Demands

EEO Statement

In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, ancestry, sex, religion, age, physical and mental disability, marital status, veteran status, sexual orientation, gender identity, gender expression, political affiliation, or any other factor unrelated to professional qualifications, and will comply with all applicable federal and state statutes, regulations and orders pertaining to nondiscrimination, equal opportunity and affirmative action.

The following person has been designated to handle inquiries regarding the non-discrimination policies:

Ethics and Compliance Officer, Title IX Coordinator
Health Services 230
TitleIXCoordinator@niu.edu
815-753-5560

Is Background Check Required
Yes
Visa Policy

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

ADA Accommodation

NIU remains committed to ensuring that its recruitment and application procedures include full opportunities for applicants with disabilities. Employment opportunities will not be denied to anyone because of the need to make accommodations for a person’s disability during either the application or interview process. An applicant who believes they require an accommodation to participate in the employment process due to a disability may request that accommodation through the Accommodation Request Form . For further assistance, please contact the office of Affirmative Action, Equal Opportunity and Education ( AAEOE ) at ada@niu.edu .

Clery Act Information

NIU provides information regarding campus security, personal and fire safety, including topics such as: crime prevention, emergency response procedures and crime reporting policies, in addition to crime and fire statistics for the most recent three calendar years. The Annual Security Report containing security and safety information is available at www.safety.niu.edu/clery or by contacting the University Police Department and Public Safety Department at 815-753-9628 to receive a hard copy. The Annual Fire Safety Report is available at www.niu.edu/clery/fire_report.pdf or by contacting the Environmental Health and Safety Department at 815-753-0404 to receive a hard copy.

Quick Link
https://employment.niu.edu/postings/55035
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * If applicable, have you attached a copy of your DD214, DD215, NGB22, or DD256 for consideration of Veterans Preference Points? The copy submitted should reflect the status of discharge in order to be considered.
   • Yes
   • No
   • Not Applicable
2. * Describe your professional work experience performing duties comparable to the Payroll Clerk or the Payroll Specialist I.
   
   (Open Ended Question)
   
   

Applicant Documents
Required Documents

1. Resume/Curriculum Vitae
2. Cover Letter
3. List of at least 3 References

Optional Documents

1. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
2. Transcripts (unofficial with official required at hire)
3. Transcripts #2 (unofficial with official required at hire)