TBR | The College System of Tennessee

Title: Coordinator, Payroll

Employee Classification: Clerical & Secretarial

Institution: System Office

Department: Service Center - Human Resources & Payroll

Campus Location:

Job Summary

The Coordinator of Payroll is accountable for ensuring the timely and professional completion of payroll transactions in compliance with all applicable institutional, TBR, State, and Federal regulations, policies, and guidelines. This position is responsible for executing and auditing complex payroll transactions, while supporting a culture of excellent customer service. The individual in this role interacts directly with System Office and institutional representatives and is responsible for building and maintaining relationships with the institutions served.

Job Duties

• 40% - Payroll • Assists in creating TBR guidelines and policies related to payroll to ensure system-wide compliance with required processes and reporting • Ensures compliance with all applicable institution, TBR, Federal, and State regulations, policies, and guidelines • Ensures accurate and timely processing of monthly payroll for all employees, including accurate accounting for all longevity payments, benefits, garnishments, deductions, and leave • Manages escalated payroll transaction cases to ensure timely and accurate resolution • Ensures timely reconciliation, printing, and distribution of annual W-2’s, 1095’s, etc. • Ensures timely and accurate reporting of payroll taxes, researches laws and regulations regarding taxes and payroll withholding procedures, and ensures accurate monthly remittances for employee deductions and employer liability payments • Monitors reconciliations of monthly salary and benefits changes to ensure accurate payroll accounting and reporting • Processes wage verifications • Processes unemployment claims, overtime and compensation time requests, and leave transfers and payouts • Enters and maintains accurate employee information in the state benefit system and reconcile monthly premiums paid • Create journal entries for bank transfers and tax deposits • Balances Edison Collections and Applied Reports for payroll deductions • Maintain Banner rule forms and routing queues • Participate in the onboarding of new schools • Training of Associates as needed • Participate in implementations and system changes • Act on behalf of the director in her absence or as needed - (Essential)
• 20% - Customer Service • Communicates to employees and administration regarding payroll related issues including taxes, policies, procedures, and leave reporting • Fields employee questions and researches payroll processing concerns • Works cooperatively and effectively with other departments and vendors • Provides consultative services to institutions based on functional area expertise in support of payroll related best practice implementation • Makes recommendations for changes in processing, as needed - (Essential)
• 10% - Taxes • Ensures timely and accurate reporting of all payroll taxes • Researches laws and regulations regarding taxes and payroll withholding procedures • Ensures accurate monthly remittances for employee deductions and employer liability payments • Processes W-4 changes (e.g. tax status, exemptions) • Reconciles, prints, and distributes annual W-2’s and 1095-C’s • Submits payroll related tax data to IRS - (Essential)
• 10% - Reporting • Ensures accurate and timely preparation of all routine and ad hoc payroll reports - (Essential)
• 5% - Auditing • Keeps current with legislative and regulatory environment • Interprets and effectively implements federal and state regulations • Audits unemployment claims • Works with Federal, State, and internal auditors and provides data and explanations during auditing activities • Works on internal department audits of data and transactions - (Essential)
• 5% - Other Duties • Performs additional duties as assigned - (Marginal)

Minimum Qualifications

• Bachelor’s degree in a related field and a minimum of 4 years of related professional work experience OR a high school degree/GED and a minimum of 8 years of related professional work experience
• Experience processing payroll

Preferred Qualifications

• Payroll certification (CPP)
• Certified Public Accountant (CPA)
• Experience working in payroll in a college, university, or state government setting
• Experience within a shared services operating environment
• Experience in payroll at a TBR institution
• Experience with Banner or similar ERP system

Knowledge, Skills, and Abilities

• Knowledge of Tennessee institutions’ payroll reporting requirements
• Knowledge of payroll terminology and practices, and basic accounting theory and practice
• Knowledge of aspects of taxation and tax reporting
• Ability to effectively analyze data and inquiries, think critically, and make appropriate decisions
• Demonstrated analytical and problem solving skills
• Demonstrated knowledge of related federal and state regulations
• Ability to maintain confidentiality in compliance with rules and regulations, including HIPAA and FERPA guidelines on the disclosure of information
• Considerable training and/or experience with Windows operating system and Microsoft applications
• Excellent time management, leadership, interpersonal and organizational skills
• Excellent written and oral communication skills
• Ability to build and maintain positive relationships within and outside of reporting lines
• Ability to establish priorities and meet deadlines
• Knowledge of garnishment guidelines and IRS regulations

Physical Demands / Working Conditions