Payroll Coordinator

Saint Mary’s College of California

Moraga, CA

ID: 7089221 (Ref.No. 2635260)
Posted: November 15, 2021
Application Deadline: Open Until Filled

Job Description

Salary: $22.56 - $23.59 Hourly
Job Type: Full Time
Job Number: 2015-1602906
Location: CA 94556, CA
Department: Business Office
Closing: 7/11/2021 11:59 PM Pacific

Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 4,000 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.

As a comprehensive and independent institution, Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary's reputation for excellence, innovation, and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning, and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity

Reporting to the Director of Payroll ant Tax Compliance, the Payroll Coordinator assists in reviewing, evaluating and processing documents for payroll in accordance with FLSA and overtime laws. This includes but is not limited to timesheets, faculty contracts, new hire setups, status changes into Ellucian Collegue payroll software. Other responsibilities include assiting with EDD reporting of new hires, student wage notices, Federal Work Study tracking & reconciliation, taxable fringe benefits, garnishments, filing of payroll documents and other duties as assigne

Knowledge of the FLSA (Fair Labor Standards Act) and overtime rules in order to accurately review, calculate and enter paper staff timesheets, and follow up on any issues and questions regarding timesheets.
  • Review, evaluate, & enter payroll documents into the Ellucian Colleague payroll software.
  • Assist the payroll manager with entry of data for bi-weekly employees (staff, faculty, students and temporary workers).
  • Monitor and follow up on electronic timesheet submissions and approvals to ensure accuracy and approvals are made.
  • Assit with all student payroll functions (student hire forms, web time entry, Federal Work Study, pay rate increases, wage notice & hire confirmation emails, etc.)
  • Assist Director of Payroll and Tax Compliance in reviewing , evaluating, and entering all incoming payroll documents into payroll system in accordance with FSLA. This includes, but is not limited to timesheets, direct deposits, W-4's, Faculty contracts, stipends, new hires, payroll changes, etc.
  • Complete tax reconciliation and remittance requests for tax & retirement contributions each pay period for the bi-weekly payroll.
  • Complete payroll edit reconciliation each payroll for review by Director of Payroll andTax and Compliance.
  • Process taxable fringe benefits (Cell Phones, Auto, Gift, Tuition, Housing, Moving).
  • Assist new hires with required paperwork (e.g. I-9, W-4, Direct Deposit) as needed.
  • File payroll documents electronicly. Scan & make copies as needed.
  • Respond to questions from faculty, staff, & students concerning payroll.

Federal Work Study (FWS):
  • Assist with tracking and evaluating FWS expenditures vs. the budget and help update the excel spreadsheet that is reconciled with Financial Aid office by the Payroll Specialist.
  • Collect FWS contracts from departments and forward them to Asst. Controller/Budget Officer for budget entry.
  • Assist with the communication to departments on remaing FWS balances and award changes.
  • Prepare off campus FWS reimbursement requests as needed.

Communicating Payroll Information:
  • Field questions, train, & assist all users of the electronic payroll.
  • Respond to and answer any payroll questions (via email, phone, or in person); individual specific or general procedural questions. Generate & send notices to faculty, staff, and student workers for various payroll announcements or reminders. For example: unclaimed funds, early timesheets, exempt W-4 renewals, etc.
  • Routinely generate & distribute to department supervisors the student payroll fiscal year totals of budgets vs actual wages paid.
  • Update payroll website with pertinent information and forms.

Other office funtions:
  • Fold & stuff paper payroll checks, sort for mailing.
  • Fold & stuff paper W-2s for annual mailing.
  • Report new hire employees to the EDD state agencies.
  • Report monthly labor statistis to the US Dept of Labor Bureau of Statistics for all College employees.
  • Track and process Garnishment orders
  • Assist with providing payroll documents as needed for annual audits & subponeas.
  • Complete employement and compensation verifications from various agencies, including EDD Benefit audits and third party lenders.
  • Other duties as assigned.


Experience and Qualifications
Education: REQUIRED: High School graduate/GED PREFERRED: BA

Experience: (years required and applicable field of experience): 1 year related experience with preference given to previous work experience in a higher education institution or similar setting.

Skills/Abilities: (e.g. computer skills, written & verbal skills, trades, laws, procedures, technical) Experience in using Micorsoft Excel, Word, and Powerpoint. Windows operating systems and email. Strong verbal, written and interpersonal communication skills. Ability to relate to people in a friendly knowledgeable, professional manner while maintaining the strictest level of confidentiality; accuracy, attention to detail and the ability to prioritize work and meet critical deadlines. Working knowledge or experience with Ellucian Colleague, Docusign and NeoGov is highly desirable but not required. Knowledge of FLSA (Fair Labor Standards Act) and other pertinent Federal and State Labor Laws governing compensation. Strong math skills.

Licenses & Certifications (e.g. CPA, RN, etc.): REQUIRED: PREFERRED:

Other Requirements: (e.g. travel, weekend/evening work):

Supplemental Information
Supplemental Information Application Instructions: Please apply online at
Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College, and

  1. A resume.
  2. The name and contact information for three (3) professional references.
  3. In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.

Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.

College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.

Saint Mary's College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary's College Report, please go to the Public Safety website at To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.

Please apply online at

We envision a community that goes beyond tolerance of differences to one guided by social justice, cultural competence and engaged citizenship. We know we can reach greater heights of excellence by learning from diverse people.