Payroll and Benefits Specialist

MARYVILLE COLLEGE STAFF POSITION DESCRIPTION

Position Title: Payroll & Benefits Specialist

Department: Human Resources

Title of Immediate Supervisor: Director of Human Resources

Funded Term / Work Cycle: 12-month/Full-Time

Expected Daily Work Hours: 8:00 a.m. – 5:00 p.m.

Expected Weekly Work Schedule: Monday–Friday, 8:00 a.m. – 5:00 p.m.; on-site

Pay Grade: 7S

Starting Salary Expectations:  $47,722 - $52,494, with starting salary determined based on relevant experience, qualifications, and demonstrated competencies.

About Maryville College:

Maryville College is a nationally ranked institution of higher learning and one of America’s oldest colleges. For more than 200 years, we’ve educated students to be giving citizens and gifted leaders to study everything so that they are prepared for anything. Our graduates are equipped to address complex problems, engage with diverse communities, and launch meaningful careers.

Nestled in Maryville, Tennessee, between the Great Smoky Mountains National Park and the city of Knoxville, our campus combines the beauty of a rural setting with the advantages of an urban center. With a wide range of academic programs and a strong tradition of career preparation, our alumni live “strong of mind and brave of heart,” carrying forward our Presbyterian founder’s charge to do good on the largest possible scale.

Mission

At Maryville College, we offer more than a mission—we offer support. Our employees receive a comprehensive benefits package including medical, dental, and vision coverage; a generous paid time off program; a retirement plan with an employer match of up to 5%; tuition benefits for employees, spouses, and dependents; and the opportunity to grow in a collaborative community that values professional excellence and personal well-being.

“Maryville College prepares students for lives of citizenship and leadership as we challenge each one to search for truth, grow in wisdom, work for justice and dedicate a life of creativity and service to the peoples of the world.”

Values:

• Scholarship: We commit ourselves to lifelong curiosity and learning, to the search for knowledge, and to intellectual creativity.
• Respect: We commit ourselves to honor the worth, dignity, and freedom of ourselves and all creation, and to treat others as we wish to be treated.
• Integrity: We commit ourselves to truth, honesty, dependability, and responsibility in all our actions and relationships.

Position Purpose

The Payroll & Benefits Specialist provides professional administration of the College's payroll, employee benefits, leave administration, and retirement programs while ensuring compliance with applicable federal, state, and institutional requirements. Reporting to the Director of Human Resources, this position serves as the College's subject matter expert for payroll administration, benefits administration, payroll compliance, and employee leave processes.

The Payroll & Benefits Specialist collaborates closely with the Director of Human Resources, Finance, campus supervisors, employees, and external vendors to ensure payroll is processed accurately and timely, employee benefit programs are administered accurately, efficiently, and in compliance with applicable federal, state, and institutional requirements, and employees receive exceptional service throughout the employment lifecycle. Through strong technical expertise, attention to detail, and a commitment to continuous improvement, the position contributes to the College's operational excellence and employee experience.

SUMMARY

The Payroll & Benefits Specialist provides operational leadership for payroll administration, employee benefits, retirement programs, leave administration, payroll compliance, and related Human Resources support services. The position is responsible for processing employee and student payroll, administering employee benefit programs, maintaining payroll and benefits records, reconciling vendor invoices, and ensuring compliance with applicable laws, regulations, and institutional policies.

Working collaboratively with the Director of Human Resources, Finance, benefit providers, retirement vendors, and campus departments, the Payroll & Benefits Specialist serves as the primary resource for payroll, benefits, and leave administration while supporting institutional compliance, financial stewardship, and exceptional employee experience.

Regular attendance is required. Occasional extended hours may be required during payroll processing, open enrollment, fiscal year-end, or other critical payroll and benefits activities.

Education and Experience required to ensure success in this position:

Education required

• Bachelor's degree in Business Administration, Accounting, Human Resources, Finance, or a related field required.

Experience required

• Minimum of three (3) years of progressively responsible experience in payroll administration, benefits administration, accounting, Human Resources, or a related professional field.
• Experience processing payroll and administering employee benefits in an HRIS environment required; Paycom experience preferred.
• Experience administering retirement programs, leave administration, payroll tax reporting, or payroll compliance preferred.
• Experience working in higher education, nonprofit organizations, or similarly complex organizations preferred.
• Experience interpreting payroll regulations, employment policies, and benefit plan provisions preferred.

ESSENTIAL FUNCTIONS

Leadership and Collaboration

• Serve as the College's primary resource for payroll administration, employee benefits, leave administration, retirement programs, and payroll-related compliance.
• Collaborate with the Director of Human Resources, Finance, supervisors, and external vendors to ensure accurate payroll processing, benefits administration, and regulatory compliance.
• Provide guidance and training to employees and supervisors regarding payroll procedures, timekeeping requirements, leave administration, retirement programs, and employee benefits.
• Deliver responsive, employee-centered service while maintaining professionalism, confidentiality, accuracy, and compliance in all payroll and benefits activities.

Data, Technology, and Compliance

• Administer bi-weekly payroll processing for employees and student workers through the Human Resources Information System (HRIS).
• Review payroll records, timekeeping data, leave balances, and employment information to ensure compliance with applicable wage and hour laws, payroll regulations, and institutional policies.
• Maintain payroll records, payroll tax documentation, employee benefit records, retirement contributions, benefit deductions, garnishments, child support orders, payroll liabilities, and payroll-related financial documentation.
• Prepare payroll reports, regulatory filings, audit documentation, leave reports, retirement reports, and other records required for institutional reporting and compliance.
• Maintain payroll and benefits system integrity by identifying discrepancies, resolving payroll issues, and recommending process improvements that enhance accuracy and efficiency.

Stakeholder and Institutional Support

• Serve as the primary point of contact for employee payroll, benefits, retirement programs, leave administration, and payroll-related inquiries.
• Coordinate employee benefits enrollment, qualifying life events, annual Open Enrollment, retirement participation, and benefits education.
• Collaborate with benefit providers, retirement vendors, payroll partners, and Finance to resolve payroll and benefits issues.
• Develop and maintain payroll and benefits communications, employee resources, and informational materials that support employee understanding of total rewards programs.

Operations and Technical Oversight

• Administer payroll deductions, retirement contributions, tax withholding, garnishments, child support orders, and employee benefit deductions.
• Review, reconcile, and process employee benefit vendor invoices, retirement contributions, COBRA billing, payroll deductions, and other payroll-related vendor billings to ensure accurate employee deductions, employer contributions, timely vendor payments, and financial reconciliation.
• Coordinate payroll funding, payroll-related financial reconciliations, and vendor payment processes with Finance to ensure payroll-related obligations are accurately recorded, reconciled, and paid in a timely manner.
• Coordinate payroll calendars, payroll processing schedules, year-end payroll activities, and required payroll reconciliations.
• Maintain employee leave balances and process payroll-related leave transactions, ensuring accurate leave accruals, payroll calculations, and payroll adjustments in accordance with approved leave actions and institutional policies.
• Coordinate student employee payroll processing and employment documentation while collaborating with campus departments to ensure timely payroll processing and compliance with student employment requirements.
• Maintain payroll and benefits information within the Human Resources Information System (HRIS), SharePoint, and other employee communication resources.
• Provide administrative support for additional Human Resources operational activities, including employment documentation and onboarding processes, during periods of high workload, staffing transitions, or as assigned.

Fiscal Oversight

• Support payroll reconciliation, financial reporting, audit preparation, payroll tax reporting, and year-end processing activities.
• Collaborate with Finance to reconcile payroll expenditures, payroll liabilities, employee benefit invoices, retirement contributions, payroll deductions, and payroll-related vendor billings while ensuring accurate accounting, timely payment, and regulatory compliance.
• Investigate and resolve payroll, benefit billing, retirement funding, and vendor reconciliation discrepancies while maintaining appropriate documentation and audit readiness.
• Review, reconcile, and process benefit vendor invoices to ensure employee deductions, employer contributions, and vendor billings are accurate and resolved in a timely manner.
• Monitor payroll expenditures, benefit billing, leave balances, and payroll reporting to support sound financial stewardship and institutional compliance.

Strategic Planning and Sustainability

• Recommend improvements to payroll, benefits, and leave administration processes that enhance efficiency, compliance, and employee service.
• Support annual benefits renewal, Open Enrollment, and employee benefits communication initiatives.
• Evaluate payroll and benefits trends, system capabilities, and operational practices to identify opportunities for continuous improvement.
• Contribute to Human Resources initiatives that strengthen operational effectiveness, employee service, and the College's total rewards programs.

Other:

NOTE: Other roles/duties will be assigned as necessary to assist the College in the attainment of the goals set forth and the enhancement of a positive, respectful learning environment for all staff, faculty, and students.

Knowledge, Skills, and Abilities

• Comprehensive knowledge of payroll administration principles and practices, including payroll processing, wage and hour requirements, payroll taxation, payroll deductions, and payroll compliance.
• Working knowledge of employee benefits administration, retirement programs, leave administration, qualifying life events, COBRA, and benefit plan administration.
• Knowledge of applicable federal and state laws and regulations related to payroll, taxation, wage and hour compliance, employee benefits, retirement plans, and leave administration.
• Demonstrated ability to analyze payroll and benefits data, reconcile financial records, identify discrepancies, and resolve issues with accuracy and attention to detail.
• Strong organizational and time management skills with the ability to manage multiple deadlines, prioritize competing responsibilities, and maintain exceptional accuracy.
• Strong interpersonal and customer service skills with the ability to communicate complex payroll and benefits information clearly and professionally to employees, supervisors, vendors, and external partners.
• Ability to exercise sound judgment, maintain strict confidentiality, and manage highly sensitive payroll, benefits, and employee information with professionalism and discretion.
• Proficiency with Human Resources Information Systems (HRIS), payroll systems, Microsoft Office applications, and technology supporting payroll administration, benefits management, and reporting.
• Demonstrated ability to identify opportunities for process improvement and contribute to operational efficiencies that enhance payroll accuracy, compliance, and employee service.
• Demonstrated ability to reconcile payroll transactions, employee benefit billings, retirement funding, payroll liabilities, and vendor invoices while maintaining exceptional accuracy and financial accountability.

License, Certification, or Registration Necessary:

• Fundamental Payroll Certification (FPC) preferred or obtained within twenty-four (24) months of hire.
• Certified Payroll Professional (CPP), SHRM-CP, PHR, or other related professional certification preferred.
• Valid Tennessee driver's license or the ability to obtain one within thirty (30) days of employment, if required for institutional business.

Work Environment and Physical Requirements:

• Professional office environment with frequent interaction with employees, supervisors, faculty, staff, Finance personnel, and external benefit providers.
• Prolonged periods of sitting at a desk and working on a computer.
• Ability to travel between campus buildings to support payroll, benefits, and Human Resources activities.
• Must be able to occasionally lift and transport materials weighing up to 20 pounds.
• Occasional extended hours may be required during payroll processing, fiscal year-end, open enrollment, or other critical payroll and benefits activities.

Ability to operate the following vehicles or equipment:

• Human Resources Information Systems (HRIS), payroll systems, benefits administration systems, and reporting tools.
• Microsoft Office Suite, including Excel, Word, Outlook, and payroll reporting applications.
• Standard office equipment, including computers, printers, scanners, telephones, and multi-function office equipment.

 “The College may, at its discretion, sponsor employment-based immigration petitions (such as H-1B or permanent residency) on behalf of employees when permitted by law and aligned with institutional priorities and budget.

Sponsorship is contingent on satisfactory continued employment, compliance with applicable federal regulations, availability of institutional resources, and the College’s sole determination of fiscal feasibility.

 The College cannot guarantee sponsorship in any case, particularly where newly introduced federal filing fees or wage obligations create financial burdens inconsistent with institutional budget stewardship. The College always reserves the right to defer or decline sponsorship.”