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Payroll Specialist III (1300)

Northern Illinois University
Illinois, United States
Salary Not Specified
Posted Date
Mar 23, 2023
Position Summary

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.

Essential Duties and Responsibilities

Quality Control
  • 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.
  • Reviews family medical leaves and worker’s compensation prepared by payroll specialist. Prepared leave usage for processing of Benefits on the payrolls
  • Work closely with Benefits office for reporting of deduct time for CMS reporting.
  • Checks Data Entry of W-4s and Direct Deposit
Data Input
  • 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
  • Data enter for salary payroll items in the “fix it” folder
Report Preparations
  • Prepares journal entries and vendor check requests for all voluntary and in voluntary deductions and union dues
  • Prepares transfer information for those deduction amounts that can be electronically transferred by Treasury Operations
  • Preparing Hourly payouts for terminated employees
  • Work closely with Benefit offices regarding Medical Leaves
  • Processes Unemployment Benefit Audits and review billing charges
Customer Service
  • Responds to telephone, email, walk-in, and mail inquires and requests for information and documents
Minimum Required Qualifications (Civil Service)


  1. High school diploma or equivalent.
  2. Any one or any combination totaling two (2) years (24 months) from the following categories:
    1. College coursework in accounting, business administration, finance, economics, or a closely related field as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate’s Degree (60 semester hours) equals eighteen months (18 months)
      • 90 semester hours equals two (2) years (24 months)
      • Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)
    2. Work experience performing payroll duties requiring knowledge of standard practices used in the preparation, distribution, and maintenance of payrolls and payroll records.
  3. One (1) year (12 months) of work experience serving as a resource person for a wide range of payroll areas, requiring in-depth knowledge of specialized areas.

Knowledge, Skills, and Abilities (KSAs) (Civil Service)

  1. Knowledge of computer software, including word processing, spreadsheet, E-mail, database, time accounting, etc.
  2. Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
  3. Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  4. Skill in verbal and written communication.
  5. Ability to analyze and solve mathematical issues.
  6. Ability to apply University policy and/or Federal and State regulations to legal requests, court orders, and other payroll-related issues.
  7. Ability to prepare, review and interpret edits and reports.
  8. Ability to work accurately with details while meeting critical deadlines.
  9. Ability to train regarding procedures, methods, or techniques.
  10. Ability to deal tactfully with sensitive and multifaceted issues.

Specialty Factors (Civil Service)


Preferred Qualifications (Civil Service)


Minimum Required Qualifications (SPS)


Additional Requirements (SPS)


Preferred Qualifications (SPS)


Physical demands/requirements
  • Regular office-related duties
  • Ability to perform sedentary work involving sitting the majority of the time.
  • Ability to effectively communicate on a daily basis.
  • Ability to work for extended periods at computer workstation.
  • Occasional lifting and moving items weighing up to 25 lbs.
Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date


Anticipated Appointment End Date

Percent of Staff Year


Standard Hours Per Week




Hourly or Semi-monthly Pay Rate/Range


Earn Type


Application Procedure

Application Procedure

Application Procedure

Additional Position Details:
  • Click on Payroll Specialist III for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
  • Please click on Human Resource Services – Benefits for detailed information about Northern Illinois University’s benefits package.
  • Applicants must be a current citizen or resident of the State of Illinois to move forward in the hiring process.
  • 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.
Application Review Details:
  • 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. If you meet the minimum required qualifications for this position, you will receive a score based on your education and experience, and your name will be placed on the active employment register.
  • Please monitor your e-mail for further information regarding your application. Emails will be generated from and 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 that 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.
Exam Details:
  • The Civil Service examination for this classification is a Credentials Assessment, and is based on your application materials as submitted for this posting. A Credential Assessment is a rating by the Human Resources Office of an applicant’s/employee’s education, experience and special credentials/qualifications (licenses, etc.). In order to determine an appropriate rating for each examination, a review of a résumé, cover letter, university/agency official employment application, college transcript, copies of license/certification and any other relevant material may be required.
  • Required documentation noted in the posting, such as a driver’s license, licensures, or certifications MUST be uploaded with your application materials.
  • 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 (3) scores will be referred to the hiring department for interview.
Special Instructions

Quick Link to Applicant

Is Background Check Required?


EEO Statement Summary

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

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 and Equal Opportunity ( AAEO ) at .

Safety Information

NIU provides annual reports on campus security and fire safety.

Read the Annual Safety and Security Report. Contact the Ethics and Compliance Office at 815-753-1649 for a hard copy.

Read the Fire Safety Report . Contact the Department of Environmental Health and Safety at 815-753-0404 for a hard copy.
Applicant Documents
Required Documents
  1. Cover Letter
  2. Resume/Curriculum Vitae
  3. List of at least 3 References
Optional Documents
  1. Transcripts (unofficial with official required at hire)
  2. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. Please mark all the completed degrees which you hold. Please remember to upload your unofficial transcript for all that have been marked.
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree or higher
  2. Which field of study is your Bachelors Degree in? (Please upload all transcripts you would like to be considered)
    • Communications
    • Marketing
    • Other
  3. * How many years of experience do you have in this type of position?
    • 0-1
    • 1-3
    • 3-5
    • 5-7
    • 7+
  4. * Are you currently a citizen or resident of the State of Illinois?
    • Yes
    • No
  5. * 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

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