Payroll Analyst - Payroll Department

Shoreline Community College; Shoreline (WA); On-site; USD 52,000 - 66,000; Full time

Job summary

Shoreline Community College seeks a Payroll Analyst to serve as the payroll subject matter expert, ensuring accurate and timely payroll processing across bi-weekly, semi-monthly, and monthly cycles. You will audit transactions, handle deductions, benefits, and leave reporting, and support audits while maintaining internal controls.

The role collaborates with departments to ensure compliance with laws and collective bargaining agreements, improving payroll processes and reporting.

Qualifications

• 4 years of fiscal/payroll or related experience including 2 years as a Payroll Technician or equivalent
• Completion of college-level education including accounting courses may be substituted for one year of experience
• Preferred: CPP designation or related professional certification

Responsibilities

• Process, audit, and reconcile bi-weekly, semi-monthly, and monthly payrolls
• Review and validate payroll transactions for accuracy and compliance with deadlines
• Audit and process personnel, payroll, and time-reporting transactions
• Process payroll deductions and remittances to vendors and government agencies
• Ensure compliance with federal/state payroll laws and collective bargaining agreements
• Prepare payroll accruals, journal entry support, and month/year-end reports
• Coordinate payroll activities with HR, Finance, IT

Skills

Payroll knowledge

Microsoft Office

PeopleSoft/ERP

Analytical skills

Attention to detail

Education

CPP designation preferred

College-level accounting coursework

Tools

Microsoft Excel

ctcLink/PeopleSoft

Zoom

Job description

OFM Salary Range 45: $51,756 (Step A)- $66,024 (Step L) / yr, depending on years of experience

Salary range is set by WA Office of Financial Management, includes a 5% King County Premium, and is not negotiable

Step M at $67,740 is attainable for those who have 6 consecutive years working in a WA State institution with no break in service

The Payroll Department at Shoreline College is seeking a detail-oriented and customer-focused professional to join our team. Under the direction of the Accounting Manager, the Payroll Analyst serves as the College's payroll subject matter expert, performing advanced payroll administration, compliance, reporting, and reconciliation functions to ensure accurate and timely payroll processing. The position analyzes complex payroll transactions, maintains payroll system integrity, supports audits, administers payroll-related benefits and leave reporting, and provides technical guidance to employees and departments. The Payroll Analyst works collaboratively across the College to ensure compliance with applicable laws, regulations, collective bargaining agreements, and institutional policies while continuously improving payroll processes and internal controls.

Payroll Administration

• Process, audit, and reconcile bi-weekly, semi-monthly, and monthly payrolls.
• Review and validate payroll transactions for accuracy, completeness, and compliance with established deadlines.
• Audit and process personnel, payroll, and time-reporting transactions, including:
• New hires, transfers, and separations
• Position and compensation changes
• Overtime and premium pay
• Faculty contracts, stipends, and overloads
• Retroactive salary adjustments
• Leave cash-outs
• Final pay calculations
• Supplemental and special payments
• Process payroll deductions, garnishments, tax levies, benefit deductions, retirement contributions, and other required withholdings.
• Ensure timely and accurate payment of employees and remittance of deductions to vendors, retirement systems, insurance providers, and government agencies.

Payroll Compliance & Regulatory Reporting

• Ensure compliance with federal and state payroll laws, Internal Revenue Service regulations, Fair Labor Standards Act requirements, retirement system regulations, collective bargaining agreements, and college policies.
• Prepare, review, and submit required payroll tax, retirement, benefit, and regulatory reports.
• Conduct year-end payroll reporting activities, including W-2 processing and related reconciliations.
• Monitor legislative, regulatory, and contractual changes and recommend operational adjustments.
• Respond to inquiries from governmental agencies, auditors, retirement systems, and regulatory bodies.

Payroll Analysis & Reconciliation

• Reconcile payroll-related general ledger accounts, labor distributions, benefit charges, tax liabilities, and retirement contributions.
• Analyze payroll expenditures, transactions, and financial data to identify discrepancies, trends, and improvement opportunities.
• Investigate and resolve payroll, accounting, retirement, and benefit reporting issues.
• Prepare payroll accruals, journal entry support, and financial reports for month-end and year-end close.
• Research and recommend corrective actions for payroll variances and system issues.

Leave & Benefits Administration

• Review and validate leave balances and leave-related payroll transactions.
• Ensure proper administration of vacation leave, sick leave, personal leave, shared leave, and other leave programs.
• Maintain and monitor payroll-related benefit and deduction codes as assigned.

Labor Contract & Policy Administration

• Interpret and apply collective bargaining agreements, compensation policies, and payroll procedures.
• Analyze contractual provisions affecting compensation, overtime, leave, and benefits.
• Provide guidance to supervisors, managers, and employees on payroll-related contract and policy provisions.
• Assist departments in resolving compensation and payroll concerns.

Systems Administration & Process Improvement

• Maintain payroll records and ensure payroll system data integrity.
• Assist with system testing, upgrades, patches, and new functionality.
• Develop, document, and update payroll procedures, business processes, and operating guidelines.
• Recommend and implement process improvements, automation, and enhanced internal controls.
• Coordinate payroll activities with Human Resources, Finance, IT, and departmental users.

Audit & Internal Controls

• Support internal, external, state, and federal audits.
• Prepare audit schedules, reports, documentation, and reconciliations.
• Maintain effective payroll internal controls and ensure compliance with established procedures.
• Identify risks and recommend improvements to strengthen payroll controls and compliance.

Customer Service & Training

• Serve as a technical resource for employees, supervisors, managers, and departments regarding payroll processes, policies, taxes, deductions, benefits, retirement reporting, and leave administration.
• Respond to payroll inquiries and resolve issues promptly and professionally.
• Conduct payroll-related training and provide guidance to departmental personnel.
• Participate in employee onboarding, orientations, workshops, and meetings.
• Foster positive working relationships while serving a diverse workforce and campus community.
• Performs other duties as assigned of a similar nature and level.

Education & Experience

• 4 years of fiscal/payroll or related experience including 2 years as a Payroll Technician or equivalent
  • Completion of college-level education including accounting courses may be substituted for one year of experience
• OR An equivalent combination of education and experience that demonstrates the knowledge, skills, and abilities required to perform the position successfully.
• Preferred: Certified Payroll Professional (CPP) designation or related professional certification.

Technical & Software Skills

• Microsoft Office (Excel - Intermediate/Advanced, Outlook, PowerPoint, Teams, Word)
• Zoom and other virtual meeting platforms
• ctcLink/PeopleSoft or similar ERP systems

Payroll Knowledge

• Payroll preparation, processing, and record-keeping
• Tax withholding, voluntary deductions, and garnishments
• Washington State payroll laws, retirement systems, and reporting requirements
• Collective bargaining agreement interpretation and compensation administration

Compliance, Controls & Reporting

• Applicable laws, regulations, labor codes, and institutional policies
• Internal controls, audit standards, and risk-mitigation practices
• Preparing, verifying, and maintaining automated and manual payroll records and reports

Analytical & Problem-Solving Skills

• Identifying, investigating, and resolving payroll discrepancies
• Monitoring, auditing, adjusting, and reconciling payroll data
• Financial and statistical record-keeping and analysis

Physical Work Environment

This position performs sedentary, repetitive work in a standard open-office environment, using typical office equipment and participating in meetings both in person and virtually. Duties require frequent wrist, hand, and finger motions, as well as close visual acuity for data review, computer use, and extensive reading. The role requires effective communication in English, in person and through other appropriate methods. The College offers both in-person and online services. Opportunities for online work may be limited and depend on departmental needs. When authorized, employees must provide their own workspace and internet access; the College supplies necessary technical equipment and support.

Terms of Employment / Salary

This position is assigned to pay range 45 under the Washington State OFM higher-education salary schedule. Salary placement for new employees follows the College’s standard guidelines. The role is full-time at 40 hours per week, with scheduling based on departmental needs. Employment is contingent upon available funding as determined by the College President.