Compensation

Payroll Office Specialist

UW CODE AND REPRESENTATIVE GROUP

17180 (NE S SEIU 925 Non Supv)
22908 (NE H NI SEIU 925 Non Supv)

CLASS SERIES CONCEPT

The Payroll Office provides centralized university-wide support for Payroll inquiries and transactions at the University of Washington. Positions in this class series provide specialized payroll transactional services.

Use of this job classification is limited to the Payroll Office; it is not available for departmental use.

BASIC FUNCTION

The Payroll Office Specialist will perform as a member of a team dedicated to executing payroll transactional functions. More specific responsibilities will include ensuring the completion of assigned payroll transactions in accordance with established standards, supporting the successful execution of payroll processes, and coordinating with a combination of HCM, Benefits, and other payroll staff within the University to address escalated inquiries. As a member of a team focused on continuous improvement, this role will also be expected to identify process issues, escalate opportunities for improvement and advance recommended solutions.

DISTINGUISHING CHARACTERISTICS

Under general supervision, the incumbent will play a critical role in delivering quality payroll processes and a high level of customer service to the organization. The Payroll Operations team will have responsibility for executing designated payroll transactional processes, including payroll inputs, retroactive payments, overpayment recovery, withholding orders, tax treaties, time tracking and report reconciliation and addressing escalated customer inquiries.

TYPICAL WORK

Under general supervision, the incumbent will play a critical role in delivering quality payroll processes and a high level of customer service to the organization. The Payroll Office team will have responsibility for executing designated payroll transactional processes, including payroll inputs, retroactive payments, overpayment recovery, withholding orders, tax treaties, time tracking and report reconciliation, and addressing escalated customer inquiries.

TYPICAL WORK

Provide extensive insight and direction related to Payroll transactional processes, including:

  • Payroll Inputs (including voluntary deductions)
  • Time Entry/Corrections
  • Overpayment Recovery (including reporting and coordination with outside collection agencies as required)
  • Retroactive Payments
  • Payment Adjustments
  • Final Payments
  • Withholding Orders (i.e., involuntary wage assignments – IRS Levies, Child Support, Education Loans, etc.)
  • Glacier Tax Treaty Processes

Ensuring completion of assigned payroll transactions in accordance with established standards.

Support development of internal controls and management reports based on state and federal tax regulations.

Identify process improvement opportunities to deliver enhanced customer services to the organization.

Support timely resolution of complex issues/inquiries.

Coordinate with appropriate outside unit teams to address and escalate inquiries as necessary.

Contribute to an outstanding customer-service environment, including strong collaboration with other team members and subject matter experts external to the Payroll Office, as required.

Utilize case management software, such as UW Connect, to facilitate the management of inquiries/issues in accordance with established protocols.

Support periodic Workday update processes, including payroll testing activities.

Support payroll knowledge management processes, including identification and verification of additions/changes to the working repository of knowledge content.

Support payroll training activities, including development and verification of relevant content; and

Perform other duties as required.

MINIMUM QUALIFICATIONS

A Bachelor’s Degree in accounting, business administration, computer science, economics, or closely related field that includes thirty quarter hours or twenty semester hours of college-level accounting courses

AND

Three years of experience working in a payroll related role, including working knowledge of key payroll transactional processes, accounting standards and taxation requirements. Two years of working experience processing transactions in the payroll domain.

OR

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

CLASSIFICATION SPECIFICATION HISTORY

  • New Class Title ISC Payroll Specialist: 4-1-17; class adopted for UW contract classified staff per negotiation with SEIU Local 925.
  • Update with Workday job codes including hourly code: 6-27-17.
  • Delete hourly code 21200 (NE H SEIU 925 Non Supv) and create non-perm code 22908 (NE H SEIU 925 Non Supv) (NE H NI SEIU 925 Non Supv): 11-9-23.
  • Revise Class Title from ISC Payroll Specialist to Payroll Office Specialist as of date ISC disbanded: 5-1-24.