Payroll and Student Employment Coordinator - Essential

Job description

Category:: Administrative
Locations:: Oakland, CA
Posted:: Mar 4, 2021
Closes:: Open Until Filled
Type:: Full-time Non-Exempt
Position ID:: 128764

About Mills College:

Located in Oakland, California, in the heart of the San Francisco Bay Area, Mills College is a liberal arts college for women and gender non-binary students, with graduate programs for all genders. Consistently ranked one of the top master's universities and one of the best value colleges in the West by U.S. News & World Report, Mills also has been named one of the Best Colleges in the nation by The Princeton Review. The Mills experience is distinguished by small, interactive classes, one-on-one attention from exceptional faculty, a culture of creative experimentation, and cutting-edge interdisciplinary learning opportunities which empower students to make a statement in their careers and communities. As one of the most diverse liberal arts colleges in the country, we have a strong record of academic success with first-generation students, students of color, Latinx students, LGBTQ students, and other underrepresented students. Mills College has recently become a Hispanic Serving Institution. Applicants with expertise and experience in supporting and promoting success for Latina/o students are encouraged to apply.

Mills College encourages diversity in hiring and particularly welcomes applications and nominations from women, gender non-binary individuals, and minorities. Mills College seeks to recruit and retain a diverse workforce as a reflection of our commitment to equity, inclusion, and social justice and our desire to maintain the excellence of our faculty. In so doing, we offer our students not only the opportunity to learn about varied disciplines but to engage with diverse perspectives and ways of knowing and learning. For more information, please visit

Job Description:

Reports To: Payroll Manager
Supervises: HR Student Employees

Summary of Position:
The Payroll and Student Employment Coordinator supports students, faculty and staff as well as the overall Employee Services department. The primary focus of this position is Payroll Administration, including but not limited to processing of semi-monthly payrolls, data-entry, auditing payroll data to ensure accuracy, processing employee records, tax garnishments and withholdings, recordkeeping, customer service, assists employees with payroll questions, answering front-line inquiries and resolving discrepancies. Strict confidentiality is essential for this position.

Essential Job Functions:

  • Responsible for payroll for hourly, non-exempt staff and student employees on a semi-monthly basis. Reviews and enters employee time cards into Banner.
  • Track time reporting including overtime, double time, meal break, vacation, and sick leave are reported accurately by auditing employee's timesheet / leave report and contacting the Payroll Manager if discrepancies occur.
  • First point of contact for employees regarding payroll and student employment related inquiries
  • Assist in processing one-time pay requests.
  • Respond to verification of employment requests.
  • Communicates with the HR and Benefits Department to ensure the integrity of the payroll data including data related to new hires, terminations, transfers and rate changes. Makes updates as necessary.
  • Researches and resolves questions from managers and employees as they relate to the processing of payroll information such as PTO and ESL, banking, garnishments, employment verifications, workers compensation, retroactive pay calculations, tax questions, and other changes.
  • Prepare and process garnishments
  • Provides back up as needed on tax reporting.
  • Provides back up as needed on general ledger reconciliations
  • Communicates with the HR and Benefits Department to ensure the integrity of the payroll data including data related to new hires, terminations, transfers and rate changes. Makes updates as necessary.
  • Assists the Payroll manager with audits and quarterly payroll and annual W2 information submissions.
  • Maintain security of confidential personal employee information
  • Other duties as requested.
  • Extreme accuracy and attention to detail
  • Experience with a complex payroll (university, hospital, or multiple union organization) preferred
  • Ability to promote and sustain effective working relationships within a diverse multicultural environment
  • Able to multitask
  • Excellent verbal and written communication skills.
  • Maintain a positive attitude in a demanding work environment;
  • Consistently demonstrate a strong customer service orientation and reliable follow through.
  • Ability to work collaboratively and function as a dependable team player.
  • Ability to handle a high volume of data entry responsibilities with a high degree of accuracy.
  • Responsible for student hiring ( I9, W-4, DE-4 paperwork)
  • Data entry into the HRIS system for all student employment New hires and changes
  • Responsible for student new hire orientations


Preferred Qualifications:

  • Experience processing complete payroll on an enterprise platform such as PeopleSoft, Banner, or Datatel
  • Knowledge of tax depositing procedures
  • Knowledge of general accounting methods and procedures

Education and Training:

  • Bachelor's degree or equivalent experience.
  • 2-4 years Accounting/Billing experience.
  • Experience in Higher Ed a plus.

Physical, Mental and Environmental Demands:

  • Office environment with periodic requirements to sit, stand, walk, kneel, reach with hands and arms, climb stairs, balance, stoop, and lift up to 20 lbs.
  • Hear and speak to exchange information in person or on the telephone.
  • Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
  • Access, input, and retrieve information from a computer.
  • While performing this job, noise level in the work environment is usually moderate.

This position description is not intended to contain a comprehensive list of activities, duties, or responsibilities. Additional duties may be assigned based on business operational needs.

Additional Information:

This is a full-time, non-exempt position with an FTE of 1.0. Salary is commensurate with experience, and includes an excellent benefits package including medical/dental/vision/life/LTD insurance, 403(b) retirement plan with college-matching after 6 month qualifying period, 10 days of vacation for year one, 15 days of vacation for years 2-10, and 22 days of vacation years 10+ plus, 12 sick days and 17 paid holidays (subject to annual review). Staff members also receive free admission to campus events, use of the pool, fitness center, and tennis courts. Tuition remission is also available after an introductory period. Voluntary benefits include: pet insurance, long-term care insurance, legal-assistance insurance, cellular provider discounts and computer hardware discounts.

Mills College does not permit discrimination based on pregnancy, childbirth or related medical conditions, race, religious creed, color, national origin or ancestry, physical or mental disability, medical condition, marital status, age, sex, sexual orientation, or gender identity. For more information on Mills' non-discrimination policy, please go to

All positions are subject to a background check. Prior to the first date of employment, an applicant's background check must be cleared.

Application Instructions:

Click the "Apply Now" button below and follow instructions to submit the following documents:

  • Employee Application
  • Resume
  • Cover Letter and
  • Contact Information for 3 References

Please note that you can only upload 6 "Other" documents. You can consolidate multiple pages/documents into one file upload. The file size limit for each upload is 10Mb.

Review of applicants will begin immediately; applications will be accepted until the position is filled.




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Job No:
Posted: 3/5/2021
Application Due: 4/22/2021
Work Type: Full Time