Payroll Specialist

Salary: $23.00 - $29.00 Hourly
Location : Honolulu, Hawaii
Job Type: Staff - Regular Full Time Non-Exempt
Job Number: 02641
Department: Payroll Services
Opening Date: 12/11/2025

Hawai'i Pacific University is designated as an Alaskan Native and Native Hawaiian (ANNH) Serving Institution by the US Department of Education. As such, we strive for accurate displays of the Hawaiian language in all our institutional materials. This includes the appropriate use of diacritical marks such as the 'okina and kahako. Unfortunately, at times external vendors and other third-party technology integrations do not support the use of these characters. Mahalo for your understanding.
Description
Job Summary:
Reporting to the Assistant Director of Payroll, the Payroll Specialist administers payroll for HPU and interface with external payroll service providers and internal HPU customers. The essential function includes but not limited to auditing timesheets, wage garnishments, resolving pay discrepancies, reconciling GL, overseeing the transmission of funds to retirement providers, ERP/Payroll system administration, and answering employee inquiries. The Payroll Specialist will follow internal control for all payroll processing, reporting, and records. This position submits tax withholdings and filings related to payroll, is a contact for the audit of payroll records.
Qualifications:

Minimum Qualifications:

• Bachelor's Degree in Accounting, Business Management, Human Resources or other related field or equivalent combination of education and work experience.
• Three (3) years of experience with ERP HR/Payroll system
• Intermediate proficiency in Microsoft Office, including Excel, Word, and Outlook.

Desired Qualifications:

• Multi-state payroll experience.
• Ellucian (Banner) experience.
• Ability to develop Ad Hoc Reports for payroll management and monitoring.
• Ability to manipulate reports in Excel.
• Demonstrated ability to communicate effectively in written and oral forms with senior management, faculty, staff, managers, technical staff, external auditors, external service provider, and attorneys.
• Higher education experience.

Other Qualifications:

• Report to work obligations to support the department and require work during HPU's winter break to complete payroll.
• Must meet training and background check qualifications and comply with the Minors on Campus policy.
• Able to work all shifts and extended hours to meet payroll deadlines.
• Upon hire, candidate must have reliable transportation to all HPU worksites and locations as required by the position.

Key Responsibilities:

1. Payroll Administration - 70%

• Process and audit employee status changes, processes and analyze payroll and employee expenses, reconcile general ledger accounts, create on-going month-end, quarterly and year-end organization reports, and perform other rated duties as assigned. Audit of payroll information for accuracy. Reconcile payroll deposits, tax withholdings, wage garnishments, and voluntary deductions.
• Works with payroll vendor to oversee production of payroll summaries, W-2 forms,W-4, HW-4, 1095/1094, and other documents as required
• Prepare responses to notices from government agencies regarding employee tax filings. Ensure that payroll-related transactions are processed in compliance with external and internal policies.
• Oversees payroll transactions to track and determine regular and overtime pay, grant/stipend payments, and bonuses
• Reconcile errors and maintains payroll records. Review and process payroll adjustments: including vacation, sick, workers compensation, disability, FMLA and other time off.
• Act as liaison with staff, faculty, administrators and students in answering questions, providing alternatives and facilitating decision making.
• Maintain knowledge of rules and laws which govern multi-state payroll administration practices. Preparation of Accounts Payable check requests as necessary.
• Performs systems administration including but not limited to system updates; database management; report development and generation; and assists the Payroll Manager and payroll vendor in coordinating and implementing systems, protocols, and improvements.
• Assist in coordinating schedules and conducting training sessions for departmental payroll representatives to explain payroll policies and procedures, state and federal regulations and laws.
• Act as a liaison between the Payroll Department and payroll vendor to ensure accuracy of the payroll system.
• Recommend and participate in the development of new procedures and policies related to payroll operations utilizing knowledge of university, state and federal policies and regulations.
• Oversee the reconciliation of payroll including data on retirement plans, federal social security services, state tax services, insurance entities, savings plans, W-2 forms, garnishments, miscellaneous withholdings, and international compliance.
• Research and propose accounting treatment for unique items and or transactions that may occur from time to time outside of the normal course of business.
• Provide internal management reports and Ad Hoc compensation analysis as requested.
• Coordinate with other University departments and third parties on audit matters as necessary.
• Liaison with the payroll service provider, University auditors, tax preparers, and granting agencies.

2. Business Office Support - 10%

• Jointly work with other vendors, Business Office managers and staff to analyze and resolve complex or difficult problems related to payroll.
• Recommend and implement changes to payroll-related policies, procedures, and/or forms to Management as needed.
• Ensure all functions and processes are documented to ensure business continuity and consistency in practices.
• Participate in Ellucian (Banner) Finance module software testing, evaluation, and process improvements.

3. Projects, Recurring/Seasonal Assignments - 10%

• Actively participates as an effective member of HPU team in Form 990 preparation, 403(b) funding, TDI/WC payments, benefit payment reconciliation, retro-payments, termination check calculation, EADA compensation, NCAA compensation, etc
• Assists with special projects in the Payroll Department or as part of the University community as assigned by the CFO and/or Controller.
• Provides financial information for budget preparation to University departments.

4. Other Duties as Assigned - 10%

• Performs other duties as assigned by the Assistant Vice President of Human Resources and/or Assistant Director of Payroll.

This description is not designed to list all activities, duties or responsibilities which may be required for this job. Other duties, responsibilities and activities may be assigned at any time.

Hawaii Pacific University is an Equal Opportunity Employer committed to fostering a diverse, equitable environment in which faculty and staff can excel irrespective of race, color, national origin, sex, disability, age, genetic information, sexual orientation, gender identity/expression, marital status, or any other protected class covered by state and federal law. Hawaii Pacific University encourages applications from veterans and individuals with disabilities. A pre-employment background investigation is performed on candidates selected for employment.
Hawai'i Pacific University is a learning community where staff, faculty, and more than 5,000 students come together from around the world to learn and work in a spirit of caring, honesty, freedom, and 'ohana (family).

Cooperation, communication, and collegiality are the foundation of our community. We fulfill the responsibilities of our educational mission through mutual trust and respect, innovation and involvement, expertise, and intellectual fellowship. We offer all members of our community the opportunity to excel, including resources and rewards commensurate with individual contributions and potential. As a team, we are committed to serving our local and global communities and embrace our values of aloha, pono, and kuleana.

We seek talented and energetic people who thrive on challenge and innovation in supporting the mission and values of our university. HPU offers competitive compensation and a comprehensive benefits package.
Why consider a career with HPU? Here are some of the benefits of employment . . .
Health and Wellness Comprehensive health insurance, life and disability insurance, employee assistance program and wellness program.

Holidays and Leave A generous holiday schedule that recognizes 13 holidays plus discretionary days off between Christmas and New Year's. Eligible employees also receive vacation, sick and other types of paid leave.

Tuition Waiver Full time employees and spouse/dependent children pursuing a higher education degree at HPU may apply for a tuition waiver.

Retirement Plan Eligible employees can start saving for the future and enroll in the Hawai'i Pacific University 403(b) retirement plan upon hire.

Discounts Discounts for products and services including Hawaiian Airlines, rental car, hotels, theme parks, attractions, and more.
01

Do you have a Bachelor's Degree in Accounting, Business Management, Human Resources or other related field or equivalent combination of education and work experience?

• Yes
• No

02

Do you have three (3) years of experience with ERP HR/Payroll system?

• Yes
• No

03

Can you demonstrate intermediate proficiency in Microsoft Office, including Excel, Word, and Outlook?

• Yes
• No

Required Question

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