Senior Payroll Specialist

Bastyr University•Kenmore, WA

16d•$30 - $34•Onsite

About The Position

The Senior Payroll Specialist is a 100% FTE, non-exempt position responsible for independently performing key operational functions of the University's payroll cycle under the direction of the Finance Manager. This position serves as a primary day-to-day payroll resource requiring a high degree of confidentiality and supports accurate, timely, and compliant payroll processing. Independently processes and maintains payroll information, including compensation and other payroll-related changes, time worked, leave, deductions, withholdings, direct deposits, and other payroll data. Identifies opportunities to improve payroll processes, controls, system functionality, and employee and manager support and makes recommendations to the Finance Manager. Coordinates and independently performs the University's semi-monthly payroll cycle, including pre-payroll preparation, data validation, payroll audits, final processing and transmission, paycheck distribution, and post-payroll reporting. Reviews payroll data for accuracy, completeness, and compliance with established procedures and internal controls and resolves discrepancies before payroll transmission. Audits new hire documentation and timecards/hours and works with managers to ensure accurate payroll setup and timely approvals in accordance with payroll deadlines. Serves as a primary resource for employees and managers regarding paychecks, timecards, payroll deductions, direct deposits, tax withholdings, payroll policies, procedures, and payroll and timekeeping systems. Researches and resolves routine payroll discrepancies and system issues and escalates complex, unusual, high-risk, or potentially non-compliant issues to the Finance Manager. Serves as a primary resource for payroll system functionality and assists with system configuration, testing, updates, and implementation of payroll-related processes, coordinating with Finance and IT as needed. Performs payroll reconciliations, audits, quality-control reviews, and reporting to ensure payroll records and transactions are accurate and complete. Supports federal, state, and local payroll tax and regulatory compliance activities, including multi-state payroll tax requirements and reporting. Supports annual and periodic payroll audits and year-end payroll activities, including W-2 preparation, reporting, and reconciliation of payroll records. Maintains a high degree of confidentiality and security of payroll and employee information in accordance with University policies and applicable laws and regulations. Provides training and guidance to employees and managers and provides lead-level guidance and support to Payroll Specialists as assigned.

Requirements

3-5 years of progressively responsible payroll processing experience.
Experience independently processing payroll from pre-payroll preparation through final transmission and post-payroll reporting.
Experience with payroll audits, reconciliations, payroll reporting, and payroll-related compliance activities.
Experience with multi-state payroll tax requirements and payroll tax reporting.
Experience processing payroll data and information in payroll and HRIS systems.
Experience with third-party payroll systems such as Paycom or ADP required; Paycom experience preferred.
Experience with timekeeping systems required.
Fundamental Payroll Certification (FPC) required.
Strong knowledge of payroll processing principles, practices, procedures, and internal controls.
Knowledge of federal and state payroll requirements and general payroll compliance practices.
Strong analytical and problem-solving skills with excellent attention to detail and the ability to meet strict payroll deadlines.
Excellent customer service and communication skills with the ability to effectively communicate payroll information to employees, managers, and other stakeholders.
Ability to maintain a high degree of confidentiality and exercise sound judgment when handling sensitive employee and payroll information.
High-level knowledge of Excel, Word, Microsoft Teams, and Outlook.

Nice To Haves

Certified Payroll Professional (CPP) certification.
Associate degree in Accounting, Business Administration, Human Resources, Finance, or a related field.
Experience working in a higher education, nonprofit, or complex organizational environment.
Experience using AI tools, including ChatGPT and Claude.
Customer service, call center, or help desk experience.
Experience identifying process improvements and recommending practical solutions.
Demonstrated ability to use emerging technology and AI-enabled tools to improve productivity, research, documentation, and workflow efficiency.

Responsibilities

Independently processes and maintains payroll information, including compensation and other payroll-related changes, time worked, leave, deductions, withholdings, direct deposits, and other payroll data.
Identifies opportunities to improve payroll processes, controls, system functionality, and employee and manager support and makes recommendations to the Finance Manager.
Coordinates and independently performs the University's semi-monthly payroll cycle, including pre-payroll preparation, data validation, payroll audits, final processing and transmission, paycheck distribution, and post-payroll reporting.
Reviews payroll data for accuracy, completeness, and compliance with established procedures and internal controls and resolves discrepancies before payroll transmission.
Audits new hire documentation and timecards/hours and works with managers to ensure accurate payroll setup and timely approvals in accordance with payroll deadlines.
Serves as a primary resource for employees and managers regarding paychecks, timecards, payroll deductions, direct deposits, tax withholdings, payroll policies, procedures, and payroll and timekeeping systems.
Researches and resolves routine payroll discrepancies and system issues and escalates complex, unusual, high-risk, or potentially non-compliant issues to the Finance Manager.
Serves as a primary resource for payroll system functionality and assists with system configuration, testing, updates, and implementation of payroll-related processes, coordinating with Finance and IT as needed.
Performs payroll reconciliations, audits, quality-control reviews, and reporting to ensure payroll records and transactions are accurate and complete.
Supports federal, state, and local payroll tax and regulatory compliance activities, including multi-state payroll tax requirements and reporting.
Supports annual and periodic payroll audits and year-end payroll activities, including W-2 preparation, reporting, and reconciliation of payroll records.
Maintains a high degree of confidentiality and security of payroll and employee information in accordance with University policies and applicable laws and regulations.
Provides training and guidance to employees and managers and provides lead-level guidance and support to Payroll Specialists as assigned.