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POSITION DETAILS

Employment based visa sponsorship will NOT be considered for this position.

Position Number:  104690
Classification Title:  Coordinator I
Working Title:  Payroll Coordinator I

Department:  Controller's Office
FLSA Status:  Exempt
Salary Range:  $53,000 - $56,721
Pay Basis:  Annually

POSITION OVERVIEW

JOB SUMMARY:

Assists in the timely processing of electronic payroll action sheets & related documents for bi-weekly payroll. Assists in Non-Resident Alien (NRA) & Resident Alien (RA) payroll related matters. Preparation of files and payments for insurance, retirement, taxes and other related payroll deductions. Assists in the oversight of the payroll section in the absence of the payroll manager. Assists with special projects and other tasks as assigned. Inputs supplemental payments and set up employee deductions. Process and reconcile leave payouts. Assists in quarterly federal and state filings. Address payroll questions and solve problems. Keep Separation Clearance Forms moving in a timely fashion. Assist with year-end processing and testing. Promotes Direct Deposit.

MINIMUM QUALIFICATIONS:

Bachelor’s degree in an appropriate area of specialization. Four years of direct experience may be substituted for a bachelor’s degree.

POSITION QUALIFICATIONS:

3-5 years Payroll experience for 500+ employees. Knowledge of accounting principles and procedures; tax regulations. Internal Revenue Service regulations governing W-4s, W-2s, Federal Income Tax withholding, garnishments, and other varied federal requirements; rules governing deductions. Ability to prioritize work assignments; meet deadlines; organize records, paperwork and documentation to support transactions; handle sensitive and confidential information in a discrete manner; communicate effectively verbally and in writing; work effectively with employees at all levels of the University. Skills in dealing with people and providing customer service; use of personal computer; software such as Microsoft Office, Adobe, Google (email, sheets and drive).

PREFERRED QUALIFICATIONS:

Associates Degree. 3-5 years Payroll experience for 500+ employees. Knowledge of laws and procedures related to payroll functions and payroll practices. Experience with Banner HR/Payroll software.

ESSENTIAL FUNCTIONS/JOB DUTIES:

• 65% - Uses the Banner system to review new /amended electronic and paper personnel action sheets from Human Resources in preparation for bi-weekly payroll. Calculates and pays retroactive amounts. Inputs overtime, on-call fees, and other adjustments in the payroll system. Assist in the processing of Effort/Recap sheets. Inputs/revises employee deductions. Processes supplemental payments, including bonuses and awards. Assists in the setup and maintenance of court ordered and government ordered payroll deductions. Maintains employee records in UWF electronic BDMS database. Maintains desk manual for position. Performs other duties as assigned by Payroll Manager. Processing of payroll history transfers. Assist with W2 processing and year end Banner tax updates and testing. Preparing and processing necessary journal entries, direct deposit payment forms and cash reimbursements to cover payroll expenses. - (Essential)
• 25% - Monitors outstanding payroll checks to help reduce number of unclaimed checks to be included on yearly report to the State. Prepares payroll vendors check requests, with appropriate backup documentation, and ensures payments are made in a timely manner. Assist with NRA/RA payroll related matters. This activity requires knowledge of NRA and RA issues affecting payroll and the ability to conduct and apply the research related thereto. Reissues W-2s, reissues employee direct deposit stubs. Provides a wide range of customer service. Customers include outside agencies, departmental representatives acting in their capacities with the University, and employees. Assist with payroll processing. - (Essential)
• 10% - Monitor Payroll email for the electronic action sheets. Monitor Google share drive for uploaded electronic action sheets. Preparation and submission of files and payments for payroll vendor deductions. Responsible for reviewing/updating and maintaining a desk manual of tasks for the position. Assists with any special projects assigned by Payroll Manager. - (Essential)

PHYSICAL DEMANDS:

• Physical Requirements: Occasional and/or light lifting required. Limited exposure to elements such as heat, cold, noise, dust, dirt, chemicals, etc., but none to the point of being disagreeable. May involve minor safety hazards where likely results would be cuts, bruises, etc.
• Impact of Deadlines: Routine deadlines. Usually sufficient lead time. Variance in work volume, seasonal, and predictable. Priorities can be anticipated. Some interruptions are present. Involves occasional exposure to demands/pressures from persons other than immediate sup.
• Standing: Daily
• Walking: Daily
• Sitting: Daily
• Reaching with hands and arms: Daily
• Climbing or balancing: Never
• Stooping: Occasionally
• Use of hands to handle objects: Daily
• Lifting up to 10lbs: Frequently
• Lifting up to 25lbs: Occasionally
• Lifting over 25lbs: Never
• Talking as express or exchange of ideas verbally: Daily
• Hearing as perceive sound by ear: Daily
• Vision as distinguish colors & depth: Daily

Special Requirements or Considerations of the Job:  

• This position requires a criminal background screen.
  
  
• This position requires fingerprinting.
  
  
• This position is eligible for veterans’ preference.

Special Instructions to Applicants:  Candidates must apply online through the University of West Florida website: https://careers.uwf.edu. Applicants are required to attach a resume, cover letter and contact information for three references.

An opportunity to upload these documents will be provided during the application process. For assistance, please contact Human Resources at 850-474-2694 or email jobs@uwf.edu.

This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Section 295.07, F.S.; applicants claiming preference are responsible for providing required documentation on or before the posting deadline date as such documentation is required for eligibility determination. Supporting documentation, in addition to the DD214, may be required based on eligibility criteria. For information on obtaining a DD214, visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.

At the conclusion of this search, if a non-preference eligible applicant is appointed to the position and you are a preference-eligible applicant and believe that you were not afforded employment preference in accordance with applicable Florida law and regulation, a written complaint requesting an investigation may be submitted to the Florida Department of Veterans’ Affairs, Division of Benefits and Assistance, 9500 Bay Pines Blvd., Room 214, St. Petersburg, Florida 33708. Such a complaint should be filed within 60 calendar days from the date that the notice the position has been filled is received by the applicant pursuant to Sections 120.569 and 120.57, F.S.

Prior to filing a complaint, it is the responsibility of the preference-eligible applicant to contact the designated Human Resources or other contact person at least one time after 45 days have passed from the final date for submitting an application or the interview date, whichever is later in time, if the applicant has not received notice of a hiring decision.

ADDITIONAL POSTING DETAILS

Number of Vacancies: 1
Work Hours:  8:00am-5:00pm  
FTE:  1.0
Closing Date:  01/30/2026