Payroll & Staff Accountant

Black Hawk College; Moline (IL); On-site; USD 52,000 - 65,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Tuition Waiver

Pension plan

Paid Holidays

Sick Leave

Vacation

Personal Days

Job summary

Black Hawk College is seeking a Payroll & Staff Accountant I to ensure accurate and timely payroll processing, benefits administration, and compliance with laws, contracts, and policies. The role provides analytical support and collaborates with HR and Finance to safeguard resources.

The position requires a bachelor’s degree (or 10 years of relevant experience), 2 years payroll processing, and strong Excel-based reporting. In-house systems like Ellucian Banner are preferred.

Qualifications

• Bachelor’s degree in accounting, business, or finance required.
• Alternative: 10 years of relevant experience in place of degree.
• Minimum 2 years payroll processing experience.
• Minimum 2 years general accounting experience.
• Experience with Ellucian Banner preferred.
• Knowledge of payroll laws, regulations, and ERP/payroll systems.

Responsibilities

• Process payroll and benefit changes accurately and on schedule.
• Review timesheets for compliance with DOL, IDOL, and collective bargaining agreements.
• Verify pay change documentation and approvals.
• Reconcile payroll liability accounts and prepare fund transfer documentation.
• Review faculty compensation against contract parameters.
• Communicate new-hire payroll details to employees.
• Maintain employees leave balances, accruals, and year-end rollovers.
• Ensure payroll procedures and confidentiality standards are followed.
• Create payroll and budget reports using ERP/report writer tools (export to Excel).
• Review student enrollment for FICA exemption eligibility.
• Prepare and file required state and federal payroll reports (e.g., new hire, DOL).
• Assist with state and federal reporting, retirement system submissions, and benefits-related payments.
• Reconcile benefit deductions to vendor invoices as needed.
• Work closely with Human Resources and Finance to ensure accuracy of pay and benefits.
• Provide payroll support and problem resolution to employees.
• Assist in developing and maintaining payroll documentation, standards, and disaster recovery plans.
• Stay current on payroll laws, tax regulations, and retirement rules.
• Interpret and explain labor contract provisions as needed.
• Assist with reconciliations, labor distributions, budget processes, and audits to maintain financial accuracy.
• Support process improvements and policy updates to enhance efficiency and service delivery.
• Conduct payroll system testing and maintenance to ensure system reliability.
• Provide system and policy training to staff, building organizational knowledge.
• Direct the work of student employees and interns, offering mentorship and practical experience.

Skills

Attention to detail

Analytical ability

Confidentiality

Effective communication

Education

Bachelor’s degree in accounting, business, or finance

2 years payroll processing experience

2 years general accounting experience

Tools

Ellucian Banner

ERP/payroll systems

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

General Information & Responsibilities

GENERAL RESPONSIBILITIES: The Payroll & Staff Accountant I plays a key role in ensuring employees are paid accurately and on time, supporting both employee well-being and trust in the College. This position processes payroll and benefits, ensures compliance with laws, contracts, and policies, and provides technical and analytical support. By maintaining accuracy and consistency, the Payroll & Staff Accountant I helps safeguard College resources and contributes to a positive employee experience.

Description Of Essential Duties

Payroll Processing & Compliance

• Process payroll and benefit changes accurately and on schedule.
• Review timesheets for compliance with DOL, IDOL, and collective bargaining agreements.
• Verify pay change documentation and approvals.
• Reconcile payroll liability accounts and prepare fund transfer documentation.
• Review faculty compensation against contract parameters.
• Communicate new-hire payroll details to employees.
• Maintain employees leave balances, accruals, and year-end rollovers.
• Ensure payroll procedures and confidentiality standards are followed.

Reporting & Analysis

• Create payroll and budget reports using ERP/report writer tools (export to Excel).
• Review student enrollment for FICA exemption eligibility.
• Prepare and file required state and federal payroll reports (e.g., new hire, DOL).
• Assist with state and federal reporting, retirement system submissions, and benefits-related payments.
• Reconcile benefit deductions to vendor invoices as needed.

Collaboration & Customer Service

• Work closely with Human Resources and Finance to ensure accuracy of pay and benefits.
• Provide payroll support and problem resolution to employees.
• Assist in developing and maintaining payroll documentation, standards, and disaster recovery plans.
• Stay current on payroll laws, tax regulations, and retirement rules.
• Interpret and explain labor contract provisions as needed.

Description Of Other Duties

• Assist with reconciliations, labor distributions, budget processes, and audits to maintain financial accuracy.
• Support process improvements and policy updates to enhance efficiency and service delivery.
• Conduct payroll system testing and maintenance to ensure system reliability.
• Provide system and policy training to staff, building organizational knowledge.
• Direct the work of student employees and interns, offering mentorship and practical experience.
• Perform other duties as assigned, contributing to the team’s overall success.

Overall Accountabilities

• Demonstrates Black Hawk College Core Values.
• Produces accurate, efficient, and timely work.
• Maintains confidentiality of information and records.
• Keeps payroll knowledge current and up to date.

Principal Working Relationships

• Reports directly to the Director of Payroll.
• Collaborates with Payroll, Finance, and Human Resources staff.
• Provides reliable support and service to employees across the College.

Education & Experience

• Bachelor’s degree in accounting, business, or finance required; in lieu of a degree, 10 years of relevant experience may be accepted.
• Minimum of 2 years’ payroll processing experience and 2 years’ general accounting experience required.
• In-house payroll processing and Ellucian Banner experience preferred.
• Knowledge of payroll laws, regulations, and ERP/payroll systems required.
• Proficiency in Microsoft Excel, Word, and Outlook required.
• Strong organizational skills, attention to detail, and analytical ability.
• Effective written and verbal communication skills.
• Commitment to excellent customer service, continuous improvement, and confidentiality.

PHYSICAL DEMANDS

• Stationary work: Remains at a workstation 50%+ of the time.
• Movement: Occasionally moves within the office to access files and equipment.
• Operation: Regularly uses computers, calculators, copiers, and printers.
• Communication: Frequently interacts with employees and students regarding payroll inquiries.
• Document handling: Reviews and verifies payroll and HR documents for accuracy.
• Lifting: Occasionally moves boxes/files up to 30 lbs.

The above statements reflect the general details necessary to describe the principle functions of the described job; it is not an all-encompassing statement of all the work requirements that may be necessary to perform the job.

Supplemental Information

Black Hawk College does not sponsor employment visas.

Black Hawk College is an AA/EEO employer.

While you contribute your talent and enthusiasm to BHC, as an eligible employee you will have access to outstanding health benefits, ample time off, a pension plan, educational opportunities, and much more. In this section, you will find an overview of our comprehensive and generous benefit programs. Be sure to check out the Compensation section as well.

Core Benefits

• Medical
• Prescription Drug Plan
• Mail Order Pharmacy
• Dental
• Vision
• Basic Life Insurance
• Tuition Waiver
• Employee Assistance Program
• Long-Term Disability
• Flexible Spending Account (FSA)/Dependent Care Account (DCA)
• Paid Holidays
• Sick Leave
• Vacation
• Personal Days

Retirement Pension Plans

State University Retirement System of Illinois (SURS): Employees working in a regular and continuous position or one in which services are expected to be rendered on a continuous basis for at least four months or one academic term, whichever is less, may be eligible to enroll in SURS. To learn more about SURS, visit www.SURS.org.

Optional 403b Tax-Deferred Investment Program: Employees may set up a 403b plan through Empower Retirement.