Payroll Associate

Job description

APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.

• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

• If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

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POSITION SPECIFICS​

The Payroll Department, part of Penn State’s Finance and Business organization, is seeking a Payroll Associate (Intermediate Support) to support payroll operations across the University. This position plays an important role in ensuring accurate, timely, and compliant payroll processing for faculty, staff, and student employees.

As a member of the Payroll team, the Payroll Associate will process and validate payroll transactions, research and resolve payroll issues, and provide knowledgeable customer service to employees and University partners. The position requires strong attention to detail, sound judgment, confidentiality, and the ability to work collaboratively across departments while managing multiple priorities. The successful candidate will also contribute to cross-training, knowledge sharing, documentation, and continuous improvement of payroll processes.

This position reports to the Payroll Supervisor and supports Penn State’s commitment to integrity, respect, and inclusive excellence.

Key Responsibilities

• Process, review, and validate payroll transactions in Workday for all employee groups, including faculty, staff, and student employees.
• Ensure payroll transactions are processed accurately and in accordance with federal, state, and local payroll laws, regulations, and University policies.
• Research, investigate, and resolve payroll discrepancies and employee inquiries involving compensation, taxes, deductions, payments, and other payroll-related matters.
• Analyze payroll results and identify issues or trends that may require additional research, correction, or escalation.
• Assist with the preparation and distribution of W-2, W-2c, and other year-end payroll documentation.
• Collaborate with Human Resources, Finance, departments, and other University partners to research and resolve payroll-related issues.
• Provide backup support for payroll functions and participate in cross-training and knowledge-sharing activities to promote operational continuity.
• Maintain and update payroll procedures, job aids, and other documentation.
• Identify opportunities to improve payroll processes, controls, efficiency, and customer service.
• Provide high-quality customer service through phone, email, and in-person communication while protecting confidential employee and payroll information.
• Escalate complex or unusual payroll matters to the appropriate supervisor or subject-matter expert when necessary.

Work Arrangement

This position offers a flexible work arrangement that combines remote and on-campus work, with a requirement to work in the office at the University Park campus at least two days per week. Questions related to the flexible work arrangement should be directed to the hiring manager during the interview process.

The Successful Candidate Must Possess

• Demonstrated knowledge of payroll practices, payroll tax regulations, and gross-to-net payroll calculations preferred.
• Ability to research and resolve payroll issues using sound judgment, attention to detail, and analytical skills.
• Strong organizational, written, and verbal communication skills.
• Ability to manage multiple priorities and meet established payroll deadlines in a time-sensitive environment.
• Ability to handle confidential payroll and employee information with discretion and professionalism.
• Experience using Workday Payroll or a similar HCM/ERP system preferred.
• Ability to work effectively both independently and as part of a collaborative team.
• Demonstrated commitment to providing high-quality customer service and supporting continuous process improvement. 

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

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