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14 May 2024

Full-Time Payroll & Human Resources Specialist

humanresourcesNWFSC – Posted by humanresourcesNWFSC Niceville, Florida, United States

Job Description

About Northwest Florida State College:

In over 50 years of service, Northwest Florida State College has earned a reputation for educational excellence and community involvement. As part of Florida’s public system of 28 state and community colleges, NWFSC offers bachelor’s degree programs, associate degrees, and certificates.

Salary: $42,764-$54,759 

Job Description:

The Payroll & Human Resources Specialist is directly accountable to the Executive Director of Human Resources for the following duties and responsibilities and is expected to play a positive role in helping the College change as necessary to effectively carryout its mission.

  • Assist in processing, respond to inquiries, and provide assistance to employees on personnel actions and compensation matters, such as leaves of absence, payroll deductions, retirement, health and life insurance, other employee benefits, job vacancies, credentialing, and faculty transcripts.
  • Audit and input records for Personnel/Payroll system processing including verifying salaries and monitoring receipt of required documents associated with the hiring process and payroll.
  • Monitor terminal leave payout for retirees (DROP, etc.) in accordance with applicable law and Board policy.
  • Monitor Alternative Social Security Program for associate instructors to ensure compliance with applicable law, IRS regulations, and Board policy.
  • Organize Open Enrollment.
  • Set up benefit deductions and terminate deductions when needed.
  • Review all hours worked by part-time employees and monitor eligibility to enter FRS.
  • Prepare manual transactions as needed for handwritten checks, funding adjustments, or pay modifications.
  • Perform data entry of benefit deductions, certification information, time and attendance, adjustments, manual transactions, etc.
  • Check payroll for any accounting proofs and make corrections as needed.
  • Validate payroll calculations including salary computations, deductions, etc., and check all reports related to final phase of payroll for accuracy.
  • Prepare benefits vendor payroll checks at month end and mail to appropriate vendors on pay date.
  • Ensure that timesheets and/or attendance verifications have been received prior to releasing payroll checks.
  • Prepare monthly spreadsheet of student workers for Financial Aid Department.
  • Process weekly disbursement requests for unreimbursed medical and dependent care claims.
  • Set up and maintain all tax tables in the system for each pay class.
  • Setup and maintain payroll calendars in the system.
  • Prepare reports for Federal, State, and Division of Retirement Reporting.
  • Reconcile escrow accounts monthly and submit reconciliation analysis to Finance for review and approval.
  • Prepare quarterly reports on Federal Income Tax, Social Security withholdings, and Unemployment Compensation.
  • Prepare annual report on Federal Income Tax withholdings and distribute W-2 forms.
  • Prepare ACA forms for distribution to employees.
  • Maintain all payroll-related records in digital format in Payroll system.
  • Handle special requests from employees regarding salary and deductions.
  • As part of the college’s risk management tool annual mandatory compliance training is required.
  • Fully use technology to increase efficiency, reduce costs, reduce to the maximum extent paper storage requirements, and reduce non-replicable processes.
  • As needed, assist in scanning personnel files, ensure accuracy in placing documents in Banner Document Management, and ensure scanned personnel files are promptly sent for proper paper destruction. Ensure proper digital preservation of files and prompt destruction of paper copies where possible to reduce physical storage needs.
  • Perform other duties as may be assigned by the Executive Director of Human Resources.
  • PHI Level:  Full access to PHI (in compliance with HIPAA rules)


  • College paid health insurance for employee, dependent coverage at employee’s expense
  • College paid basic life insurance for employee, additional coverage for employee and/or dependents at employee’s expense
  • College paid retirement with 3% employee contribution to the Florida Retirement System (FRS)
  • Optional dental and vision insurance at employee’s expense
  • Sick and Annual (Vacation) Leave accrual
  • Time off for designated holidays, winter break, and spring break
  • 36-hour work week
  • Free tickets to designated Mattie Kelly Arts Center and Raider Athletic events


  • Bachelor’s degree required in Accounting, Business Finance or other related field.
  • Minimum two (2) years college course work in business/accounting.
  • Minimum three (3) years work experience in personnel functions.
  • Experience in Payroll.
  • Experience in Windows-based PC software to include tools such as Outlook, Word, Excel.
  • Willingness and ability to effectively greet employees and the public both in person and via telephone.


  • Experience in Human Resources at the community college level.
  • Master’s degree in field
  • Accounting experience
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How to Apply

Application Instructions: All sections of the application must be completed. Please provide a complete application package that includes all of the following:
  1. NWFSC Application.
  2. Resume.
  3. A cover letter explaining why you consider yourself qualified for this position.
  4. Copies of unofficial transcripts.
Apply Here If you are disabled and need accommodations in order to participate in the application/selection process, please notify Human Resources before the specified closeout date. All qualified persons will be considered on an equal basis. Any applicant's grievance should be addressed to the Human Resources Executive Director. Northwest Florida State College does not discriminate based on age, color, ethnicity, race, national origin, disability, marital status, pregnancy, religion, genetic information, sex, gender, or any other legally protected classification in its employment practices or its educational programs or activities. In accordance with the Americans with Disabilities Act, NWFSC strictly prohibits the discrimination against qualified individuals with disabilities in job application procedures, hiring, firing, advancement, compensation, job training, and other terms and conditions of employment.  Preference will be given to eligible veterans and spouses of veterans for Career Service positions. NWFSC is an Equal Access/Equal Opportunity Institution and a Drug Free Workplace.

Job Categories: Equal Opportunities. Job Types: Full-Time. Job Tags: Accounting, College, Education, HR, payroll, and spreadsheets. Salaries: 40,000 - 60,000.

Job expires in 19 days.

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