Payroll Specialist (Payroll Coordinator)

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Job description

Department

CHEMISTRY (BL-CHEM-IUBLA)

Department Information

Faculty and staff in the Department of Chemistry are committed to developing students' understanding of science and problem-solving skills and preparing them for careers in science and the health professions.

The Department of Chemistry is a part of the College of Arts and Sciences at Indiana University and offers a variety of outstanding employment opportunities such as academics, scientist positions, laboratory technicians, administrative and information technology support, fiscal services and purchasing, technical services (machinists, electronics, glass blowers), student and teaching services, and much more. Each and every individual in every role is integral to the success of the educational and research mission of the department, the College, and Indiana University as a whole.

Job Summary

Department-Specific Responsibilities

• Monitors Kuali Time and works with supervisors to ensure that employee time sheets are reviewed and approved prior to payroll deadlines.
• Contacts employees and their supervisors regarding time sheet and time clocking issues.
• Resolves problems with payroll swiftly and professionally so the employee does not suffer a financial duress.
• Reviews and balances biweekly and monthly payroll vouchers.
• Saves payroll files in the designated location for payroll records.
• Reviews and updates work areas within Kuali and updates the approvers as needed; submits changes to employee work assignments.
• Contacts the University Controller's Office (UCO) immediately when aware of an overpayment and follows the procedures described by them.
• Submits Human Resource Management System (HRMS) and Kuali Financial System (KFS) edocs for employee funding changes, payroll adjustments, report-to changes, administrative posts, graduate appointments, and other items as needed.
• Processes summer salaries by submitting salary transfers (STs) and edocs.
• Submits graduate appointment edocs for fall and spring semesters, and summer sessions, updates Chemistry graduate appointment database.
• Generates bursar external uploads (BEX) billings as needed by the undergraduate labs.
• Monitors edocs throughout the approval process and informs stakeholders of any issues.
• Responds to questions and concerns from edoc approvers in a timely manner.
• Takes necessary actions in the event of edoc disapproval or delayed approval.
• Knowledgeable of all policies and procedures regarding payroll and serves as the department expert for payroll-related questions, policies, and procedures.
• Owns and maintains the standard operating procedures (SOPs) for this position.
• Provides individual training to new employees regarding Kuali Time.
• Supports faculty, students, and staff by providing contact information and links they can use for tax, insurance, and other questions.
• Assists and serves as backup to other business office employees as needed.
• Expands overall knowledge of university policies and procedures though in-person or online training.
• Keeps an open channel of communication with supervisor.
• Follows department operating procedures and suggests updates as needed.
• Recognizes and respects faculty, students, and other staff as customers.
• Always maintains a professional demeanor and a clean and professional work area.
• Provides list of suggested terminations for student hourly personnel and graduate students after each semester, processes terminations upon approval.
• Provides information to the Department and UCO upon request.
• Runs reports, sends reminder e-mails, and serves as an administrator for ePTO.
• Assists with Department Research Experience for Undergraduates (REU)s and other special programs.
• Assists/backups human resources (HR) as needed.
• Performs other duties as assigned.

General Responsibilities

• Under supervision, performs routine and occasionally more complex administrative tasks related to payroll, such as computing wages, overtime payments, taxes, and withholdings.
• Audits timekeeping records and payroll reports to identify errors and ensure compliance with policies and deadlines.
• Responds to employee inquiries and requests and explains policies and procedures.
• Helps employees understand paycheck information, including deductions, taxes, garnishments, and payroll calendar.
• Serves as a resource to lower-level payroll coordinators and the department.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED).

Preferred

• Associate or bachelor's degree in related field.

WORK EXPERIENCE

Required

• 4 years in relevant field.

Preferred

• 1 year of payroll processor experience at Indiana University.

SKILLS

Required

• Proficient communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamic environment.
• Highly thorough and dependable.
• Possesses a high degree of initiative.
• Ability to build strong customer relationships.
• Ability to learn and use IU systems, such as HRMS and KFS.

Preferred

• Familiarity with Indiana University procedures and policies.
• Familiarity and experience of IU systems such as Kuali, Indiana University Information Environment (IUIE), and HRMS.
• Excellent written and verbal communication skills and customer service experience.
• Ability to manage multiple projects simultaneously with great attention to detail.

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

Bloomington, Indiana

Advertised Salary

$18.27 - $19.47 per hour

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: Finance

Job Family: Payroll
Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at or by visiting IUPD.

Contact Us

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