Payroll Specialist - Business Office

Since 1899, Azusa Pacific University, a top Christian higher education institution in the nation, has helped students discover their higher calling to impact the world for Christ. Taught by world class faculty, APU offers an education that leads to lifelong transformation and eternal impact. APU offers 59 bachelor's degrees , 34 master's degrees , 35 certificates and credentials , and 7 doctoral programs to more than 7,000 students at the university's main campus in Azusa , several regional locations across Southern California , and online . Learn more at apu.edu . APU seeks employees who desire to contribute to our thriving culture by cultivating community through professional interactions, demonstrating a posture of lifelong learning, and modeling Christ-like character. Working together, employees at APU commit to establishing a university atmosphere that is edifying to God and one another. This position is responsible for processing, auditing, and reconciling employee bi-weekly payrolls and serving as a key team player in executing the overall payroll operations for over 2,000 faculty, staff, and student employees. Responsibilities include all pre-processing tasks, such as verifying employee tax setups, banking details, and benefit deductions; creating batch pay data; uploading automated timekeeping (PeopleSoft), AP, and third-party data; and ensuring strict adherence to wage-and-hour laws and university policies. Tasks also include post-production steps such as payroll balancing, downloading and reviewing audit reports, and supporting general ledger integrations. The Specialist provides exceptional, professional customer service to all internal and external stakeholders, assists with student employee FICA exemptions and Federal Work-Study tracking, and collaborates closely with Human Resources, Finance, and external payroll vendors to deliver accurate, compliant, and timely payroll processing. Required Education High School Graduate, Associate or Bachelor's degree in Business, Accounting, Finance, or Human Resources highly desirable. Fundamental Payroll Certification (FPC) preferred. Required Experience Minimum of three (3) years of dedicated payroll processing and accounting experience in a high-volume organization; higher education experience strongly preferred. Comprehensive understanding of core payroll fundamentals, including paycheck calculations, multi-rate weighted average overtime, wage-and-hour laws, and federal/state payroll taxation. Demonstrated understanding of student payroll considerations, including Student FICA tax exception rules (IRC Section 3121(b)(10)) and Federal Work-Study (FWS) program coordination. Proven capability to comprehend, analyze, and communicate complex payroll taxation, voluntary/involuntary deductions, and leave impact to employees and HR. Ability to organize and present data for internal management, financial audits, statutory reporting, and quarterly/year-end reconciliations (Forms W-2, 1095-C, 941). Demonstrated ability to multi-task with high attention to detail in a deadline-driven, high-volume environment. Working knowledge of general ledger account mapping, payroll clearing account reconciliations, reporting regulations, and GAAP principles. Strong oral and written communication skills and commitment to maintaining strict confidentiality. Primary Duties/Essential Functions Demonstrate strong mastery of current payroll and timekeeping software (e.g., ADP, PeopleSoft T&L) to maintain data integrity and perform multi-point audits during the pre-transmittal and transmittal phases under strict deadlines. Generate, calculate, and audit time and attendance files via the PeopleSoft timekeeping system; verify multi-rate overtime calculations, shift differentials, and California meal/rest period adjustments. Process timecard adjustment request forms, manual checks, off-cycle pay runs, and statutory final paychecks upon employee separation in strict compliance with state wage payment timelines. Monitor time entry progress across departments, proactively identifying missing hours or unapproved timecards and working with supervisors to ensure complete and timely payment. Engage with non-exempt staff who concurrently serve in adjunct faculty or second-assignment roles to ensure hours are accurately recorded, coded, and compliant with overtime rules across all departments. Audit and process garnishments, wage assignments, tax levies, and court-ordered withholdings for all pay groups in coordination with third-party providers, following proper notification procedures with the Office of General Counsel and the employee. Monitor student employee enrollment status each term to ensure accurate application of the Student FICA tax exemption rule (IRC Section 3121(b)(10)) and coordinate student earnings with Financial Aid. Assist with processing payroll and tax documentation for Non-Resident Aliens (NRA) / international student employees and scholars, ensuring proper tax treaty applications and support for Form 1042-S reporting. Process complex payroll transactions including leave of absence pay (FMLA/CFRA/PFL/Disability), mobile and taxable allowances, stipends, and retroactive pay adjustments based on HR authorizations. Monitor daily banking and direct deposit transactions with the third-party payroll provider; investigate ACH rejections/returns, reissue funds, and manage employee pay card and online pay statement enrollments. Support month-end and year-end financial processes, including preparing payroll journal entry files, balancing payroll clearing accounts, and assisting with unclaimed property (escheatment) tracking for stale-dated checks. Collaborate closely with Human Resources, Benefits, Finance, IT administrators, and external payroll vendors to resolve tax, deduction, and system discrepancies prior to final transmittal. Serve as a responsive, service-oriented help desk for employee inquiries regarding pay statements, withholdings, benefit deductions, and tax forms (W-2, 1095-C). Assist in preparing data, records, and documentation for internal/external audits and official subpoenas as requested by the Office of the General Counsel. Provide guidance and back-up coverage to co-workers for other pay groups and frequencies to ensure seamless overall payroll department operational continuity. Perform special projects and additional payroll duties as assigned by the Payroll Supervisor or Director of Payroll & Payments. Maintain regular, punctual attendance and adhere to university policies, state/federal regulations, and GAAP. Work collaboratively and cooperatively in a busy team environment focused on error-free operational success. Skills Excellent organizational, time-management, and analytical problem-solving skills. Strong verbal and written communication skills with a customer-centric service orientation. High detail orientation with the flexibility to adapt to changing daily workflow demands and tight deadlines. Proficient in Excel, Google Workspace and custom payroll reporting tools (ADP Reporting, PeopleSoft)is preferred. Accurate data entry, 10-key by touch, and comfortable managing large tabular datasets. Mental Demands Ability to interact effectively and professionally with vendors, faculty, staff, students, and external regulatory agencies. Exercising sound independent judgment, discretion, and problem-solving initiative under minimal supervision. Strong analytical aptitude for identifying internal control weaknesses and suggesting workflow improvements. Ability to integrate Christian values in all aspects of the position. In agreement with the purpose and goals of Azusa Pacific University in providing a Christian-based higher education for its students. Physical Demands Requires continuous periods of sitting, 5-6 hours a day. Extensive computer keyboard work, including repetitive wrist and finger motions. Ability to effectively listen and communicate. Ability to lift, pull, grasp, bend to lower file drawers and reach to top of a five drawer file cabinet. Ability to lift up to 20lbs. Ability to conduct business at other offices on campus. Visual Demands Reading, reviewing spreadsheets, writing notes, and prolonged visual focus on computer monitors. Environment Pleasant office environment with moderate noise, frequent interruptions, and regular interpersonal contact; comfortable temperature. Technologies Proficient in Google Apps., Excel, PeopleSoft Time & Labor, ADP or other major tools is preferred. Compensation Grade 7: $19.49 - $22.41 is the hourly compensation for this role and reflects what Azusa Pacific University reasonably expects to pay for this position. Actual compensation may vary based on the qualifications, experience, and internal equity. In addition to compensation, APU offers a competitive benefits package . Azusa Pacific University is a Christ-centered, multicultural community that values and seeks faculty and staff who are committed to diversity, work effectively with diverse populations, and engage others in ways that honor our rich cultural mosaic and biblical foundation. Please click the links to learn more about ' what we believe ,' our ' mission statement ,' and ' statement of faith .' You can learn more about APU by watching the stories of faculty, staff, and alumni as they carry out our mission here: http://www.apu.edu/stories/ . Azusa Pacific University will conduct a background check on all final candidates. Review of applications will begin immediately, and the position will remain open until filled unless otherwise stated. Azusa Pacific University does not discriminate on the basis of race, color, national origin, sex, age, disability, or status as a veteran in any of its policies, practices, or procedures. Women and minorities are encouraged to apply.