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Assistant Director University Payroll & Benefits F

at University of Illinois System

Posted: 9/22/2019
Job Status: Full Time

Job Description

Assistant Director University Payroll & Benefits Fiscal Control & Management

OBFS - University Payroll & Benefits

University of Illinois System



The University System Office seeks an Assistant Director University Payroll & Benefits Fiscal Control & Management. Direct and supervise Fiscal Control & Management operations and staff, to perform assigned fiscal control function to facilitate operations and services administered by University Payroll & Benefit, which requires in-depth knowledge about University and departmental policies and procedures to ensure assigned areas of responsibility are performed in compliance with applicable state/federal payroll/benefits guidelines and regulations. Additional responsibilities include:

1. Assist in overseeing the activities of the Fiscal Control & Management section of University Payroll & Benefit (UPB). This includes but is not limited to interviewing, selecting, training, evaluating and conducting performance management to support services regarding payroll/benefits activities. Directs daily work of staff members with a focus on completion of duties within established guidelines. Conducts unit staff meetings and training sessions as needed along with being responsible for leave time approval.


2. Responsible for the administration of the W2 and 1042 reporting activities that include timely and accurate tax payments to IRS and state agencies along with compilation, reconciliation, and submission of the University's quarterly and annual returns to state and federal agencies. Ensure payroll procedures conform to federal, state and university rules/regulations.


3. Responsible for ensuring UPB Fiscal Control & Management (FCM) reports and submits all out of state taxes in a timely manner. This includes working with the University Tax Office to coordinate withholding for additional states when UPB is made aware of someone working in another state that we are not currently registered in.


4. Acts as a liaison between UPB and University Accounting and Financial Reporting in reconciling various deductions taken and bank statements to the general ledger on a monthly basis. Prepare authorization to pay (e.g. individual vouchers, direct deposit authorization, etc.) for agency payments, and submit to University Accounts Payable or Cash Management for payment.


5. Continually monitors YTD totals for quarterly reports and W2s to ensure proper reporting. Directs and coordinates UPB staff to make required adjustments as necessary.


6. Partner and collaborate with the Associate Director in meeting with, and responding to, University units throughout the University of Illinois System.


7. Responsible for directing Fiscal Control processes related to tuition waiver taxation/reporting. Runs tuition waiver databases to obtain proper taxation data. Assesses taxation on appropriate employee pay records. Reconciles tuition waiver reporting between multiple UPB systems/applications.


8. UPB liaison to other University administration, University units as well as outside vendors.


9. Perform other assigned duties appropriate for an Assistant Director related to pay card processing, journal voucher processing, system testing, SURS processing, etc.


10. Assist in coordination of all internal and external audits related to UPB and ensuring supporting records, reports and documentation are provided upon request.


11. Coordinate communication and processing of all union requests. This includes updates to dues structures as well as implementation of new dues structure upon request/approval.


12. Oversee FCM staff who are responsible for tracking Garnishments, Child Support, Bankruptcy and Federal and State Tax Levy deductions for various court orders. Liaison with various agencies to ensure proper deductions are withheld or released. Responds to authorized payroll information inquiries, such as those from courts or other legal entities.

Skill / Requirements

Candidates must possess a bachelor's degree with a major in business administration, management or a field related to the position such as accounting, finance, economics, and management sciences with five years of payroll experience, all of which included performing duties comparable to those listed for the Assistant Director. Other requirements include: in-depth knowledge about payroll & benefit operations/services as well as standard office procedures in order to facilitate payroll/benefit activities and perform related payroll/benefit functions; in-depth knowledge of federal and state laws pertaining to various court orders, withholding and reporting of various taxes and earnings to ensure assigned duties are performed in compliance with established guidelines and regulations; experience with federal and state tax payments and reporting, W2/1042S/1094C/1095C processing, voluntary/involuntary processing, deduction maintenance, benefit account processing; advanced computer skills using Microsoft Office suite (e.g. Word, Excel, PowerPoint) as well as proficiency with an Internet browsers (e.g. Microsoft Internet Explorer, Mozilla Firefox, or comparable browser); proficiency with office equipment including calculators, photocopiers, printers, digital scanners, and facsimile machines; excellent verbal and written communications skills to effectively communicate with University, departmental, and other internal/external groups; strong interpersonal skills to establish and maintain good working relationships within UPB, OBFS and the University System; ability to multi-task and prioritize work accordingly to meet deadlines while staying on task to complete other assigned duties and responsibilities; ability to work independently and exercise good judgment and discretion in performing assigned duties.


Preferred qualifications: master's degree in related fields; CPP/FPC/CPA certification; experience with payroll and benefits operations at a University/organization of comparable size to the University of Illinois; knowledge about guidelines set forth in the following publications/resources: The General Rules Concerning University Organization and Procedure; Business and Financial Policies and Procedures Manual; Campus Administrative Manual; University of Illinois Statutes; Policy and Rules for Civil Service Staff; Civil Service Statute and Rules; Handbook for Good Ethical Practice for Faculty and Staff at the University of Illinois; and regulations established for the University's accounting systems and related fiscal operational procedures applicable to the Office of Business and Financial Services' operations and services.

Important Notes

This is a full-time, 12-month Academic Professional position. For full consideration, candidates must apply and submit a letter of application, resume, and names/addresses/phone numbers of three professional references by October 11, 2019 at


The System Office conducts background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with the Fair Credit Reporting Act.


System Human Resource Services

(312) 996-5130


The System Office is an affirmative action/equal opportunity employer dedicated to building a community of excellence, equity and diversity. The System Offices welcome applications from women, underrepresented minorities, individuals with disabilities, protected veterans, sexual minority groups and other candidates who will lead and contribute to the diversification and enrichment of ideas and perspectives.