Payroll Systems Specialist

University of Delaware

Newark, DE

ID: 7100108
Posted: May 13, 2022
Application Deadline: Open Until Filled

Job Description


Under general direction of the Associate Director of Payroll, the Payroll Systems Specialist provides guidance to the University of Delaware’s Faculty and Staff, Payroll Liaisons, managers, business officers and chairpersons encompassing personnel transactions that create up to 80% of the University’s expenses. The Payroll Systems Specialist also provides guidance to ensure compliance with Federal, State, local laws as well as University policies and procedures. The Payroll Systems Specialist also provides guidance and compliance for four different collective bargaining agreements polices to prevent unfair labor practices and discrimination. The incumbent ensures timely and efficient auditing and approval of personnel transactions as well as troubleshooting issues highly sensitive in nature that involves an employee’s pay and benefits. The Payroll Systems Specialist must develop and maintain strong professional relationships with Payroll Liaisons, managers, business officers, chairs and the greater University community. A high level of independent judgment is required to resolve systems problems, monitor data for system integrity, and the audit and approval of confidential and time sensitive data.


Analyzes, audits and approves personnel transactions including performing mathematical computations to ensure employee payments are meeting the Federal and State guidelines.
Complies with the University’s Compensation Guidelines and/or meet the terms set forth in the four different collective bargaining agreements.
Evaluates and establishes new garnishments as they are received to ensure compliance with Federal and State legislation. Ensures all existing garnishments are properly withheld and disbursed to the appropriate agencies in a timely fashion. Communicates with lawyers, courts, state agencies and the IRS as needed to resolve issues.
Approves all necessary forms for the employee to be paid, have general deductions, correct taxes and deposits in a timely and accurate fashion, e.g., Supplemental Pay forms, W-4 Forms, Direct Deposit Forms, General Deduction Forms.
Provides end user support on web forms and applications such as the Supplemental Pay Forms, W-4 Forms, Direct Deposit Forms, General Deduction Forms.
Audits general deductions coming in from the vendors and withheld from employee paychecks. Ensures they are disbursed to vendors in a timely and accurate fashion. Resolves any discrepancies with employees, departments and vendors.
Validates and produces verification of employment documents for Health and Social Service organization, other Higher Education institutions, Educational institutions, foreign governments, and others that cannot be accommodated by the Work Number.
Analyses and investigates discrepancy reports to determine potential pay issues. Provides the Associate Director with resolutions for the bi-weekly and semi-monthly pay processing.
Advises department contacts on Federal, State and local laws as well as University policies and procedures and the four collective bargaining agreements in order to ensure compliance in the administration of pay policies and other regulations.
Serves as backup for the Payroll Systems Analyst for resolution of leave form and balance issues. This includes researching, auditing, creating spreadsheets to reconcile to department numbers to determine if balances are correct or need an adjustment.
Troubleshoots pay issues, determines what occurred and develop a resolution. Alert Payroll Coordinator of pay issue results and collaborate on actions required. Communicates pay issues and resolutions with the department/employee.
Develops and maintains written documentation of payroll processes and procedures, training materials for departments, procedure manuals, and content for website.
Serves as HR Liaison for Safeguard confidentiality of personal and professional employee records.
Performs other job-related duties as assigned.


Bachelor’s degree and two years of experience, or equivalent combination of education and experience.
Knowledge and experience in personnel procedures.
Advanced analytical and critical thinking skills.
High level of independent judgment.
Ability to maintain absolute confidentiality with all personnel related information.
Skill and ability to resolve complex administrative/procedural issues.
Ability to work independently and on a team.
Strong organizational and attention to detail skills.
Ability to handle multiple tasks simultaneously.
Ability to make independent decisions.
Ability to interpret, adapt and apply guidelines and procedures.
Ability to effectively communicate with a wide range of constituents on a variety of Employee relations topics.
PeopleSoft experience preferred.
Intermediate computing skills with ability to use advanced techniques in spreadsheet, database and/or presentation software.
Knowledge of federal, state, and local laws in the areas of Human Resources preferred.
Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.
Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.
Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.