Payroll Assistant

Applitrack; Rockford (IL); On-site; USD 33,000 - 34,000; Full time

Job summary

Rock Valley College is seeking a Payroll Assistant to manage payroll processing from initiation to reconciliation and reporting. The role requires maintaining payroll confidentiality, generating reports, and ensuring accurate deductions and tax withholdings.

Responsibilities include assisting with 941s, W-2s, and earnings reporting to agencies while leveraging Colleague/Ellucian and Paylocity systems. A strong attention to detail and timely, compliant payroll operations are essential.

Qualifications

• Associate degree in accounting, business administration, or related field required; equivalent experience in payroll and/or accounting may be considered.
• Experience with payroll systems and accounting workflows preferred.
• Experience with Microsoft Office Suite.

Responsibilities

• Process payroll from initiation to reconciliation and reporting.
• Generate payroll-related reports after processing, including those for annuities, direct deposits, child support and wage deductions orders.
• Monitor, process, and reconcile leave accruals and deductions.
• Maintain a high degree of confidentiality regarding all pay related data.
• Perform payroll recordkeeping and processing, including computing wage/overtime payments and payroll deductions.
• Assist with quarterly 941 tax returns and issuing annual W-2s.
• Assist with earnings reporting to external agencies.
• Learn and utilize Colleague and Paylocity systems; collaborate with IT/HR on module testing and implementation.
• Partner with IT to guide payroll system improvements.
• Ensure compliance with policies, contracts, and laws; provide accurate payroll information to customers.
• Review timekeeping for compliance and maintain attendance records.

Skills

Proactive problem solver

Strong communication skills

Detail oriented

Time management

Analytical thinking

Education

Associate degree in accounting, business administration, or related field

Tools

Colleague/Ellucian

Paylocity

Microsoft Office Suite

Job description

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Frontline Applicant Tracking - Rock Valley College

• Position Type: Clerical/ Payroll Assistant
• Date Posted: 9/25/2026
• Location: Main Campus

Position Title: Payroll Assistant

Division: Finance Services (FIS)

Employee Status: Full-time

Group: Educational Support P (ESP)

Grade:J

Salary: (23.68-$24.76 hourly)

FLSA: Non-exempt

ICCB Classification:Clerical Staff

Revised:09/21, 09/25, 09/26

Application Deadline: October 9, 2026

Rock Valley College does not offer sponsorship for employment-based visas for this position now or in the future. Applicants must be currently authorized to work in the United States without the need for employer sponsorship.

Reporting Relationships

Reports to: Direction is received from the Payroll Team Lead

Supervision Exercised: None

Perform payroll processing and reporting in accordance to policies, procedures, and governing regulations for the College. Serve as a technical expert in payroll; ensuring payroll tasks are completed accurately within defined timelines. Assist in research and implementation of newly issued payroll regulations. Assist with coordination and preparation of annual external audit, as it pertains to payroll. Achieve and maintain a thorough operating knowledge in areas of assigned responsibility as detailed below.

Essential Duties and Responsibilities include the following. Additional related duties may be assigned.

• Process payroll from initiation to reconciliation and reporting.
• After payroll processing, generate payroll-related reports, including those for annuities, direct deposits, child support and wage deductions orders.
• Monitor, process, and reconcile leave accruals and deductions.
• Maintain a high degree of confidentiality regarding all pay related data.
• Perform a wide variety of record keeping and payroll processing activities, including computing wage and overtime payments, calculating and recording payroll deductions and direct deposit authorizations
• Assist with the preparation of quarterly 941 tax returns and issue annual W-2s.
• Assist as needed with employee earnings reporting to SURS and other external agencies.
• Assist with the development and implementation of payroll documentation, including standard operating procedures (SOPs).
• Obtain a working knowledge of the Ellucian Colleague and Paylocity systems, including its file structure, and the relationships between Payroll, Human Resources, IT, and Self Service. Collaborate with IT and HR to test, implement and optimize new colleague modules and payroll applications.
• Partner with the IT department to guide the direction of the payroll system, identifying opportunities for continuous process improvements.
• Participate in ongoing review of the College's practice; ensuring adherence to the College's policies, mission and goal statements, labor contracts, and state and federal laws and regulations as they pertain to payroll.
• Provide clear and accurate payroll information to customers and assist internal and external contacts in resolving specific payroll issues.
• Review and audit timekeeping records for compliance with established standards, maintain time and attendance records, post changes in pay and tax status, and miscellaneous changes.
• Count and mail payroll checks.
• Remain current in technology advancements utilizing Colleague software, Paylocity, 3rd party vendors, and Insights.
• Attend appropriate seminars and workshops.
• Serve on appropriate College committees.
• Regular attendance is expected.
• Use tact and courtesy to establish and maintain professional working relationships.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Qualifications

• Associate degree in accounting, business administration, or a related field required; equivalent experience in payroll and/or accounting may be considered in lieu of the degree.
• Experience in leveraging technology to streamline workflows and resolve challenges efficiently.
• Must have experience with Microsoft Office Suite.

Preferred Qualifications

Higher Education payroll experience preferred.

Experience with Colleague/Ellucian or Paylocity preferred.

Required Attributes

Must be a proactive problem solver, capable of identifying, analyzing, and resolving issues and inefficiencies.

Must be an efficient manager of resources, capable of problem solving, decision making, and using planning tools.

Strong communication skills to interact with employees, management, and other departments.

Must be able to manage multiple tasks and meet crucial deadlines with accurate results.

Must be detail oriented and possess a strong work ethic.

Ability to handle sensitive information with integrity and confidentiality.

While performing the duties of this job, the employee regularly works in an office setting.

Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools, or controls, and reach with hands and arms. The employee is frequently required to stand, talk, and hear.