JOB TITLE: Payroll Specialist
DEPARTMENT: Finance & Administration FLSA: Non-Exempt
LOCATION: Union Campus LEVEL: 104
REPORTS TO: Director, Financial Services/Comptroller DATE: 09/25/09
POSITION SUMMARY:
Perform a variety of duties necessary to process biweekly payroll for all employees throughout the college including processing pay and withholdings, leave requests, direct deposits, balancing payroll related reports and maintaining accurate records.
ESSENTIAL TASKS:
n Prepare reports, filings, correspondence and other written materials (e.g. monthly payroll reports, transmittal memos, W-2’s, 941, tax filings, etc.) for the purpose of providing written reference and/or complying with college, state and federal requirements.
n Process payroll information (e.g. hourly time sheets, withholding information, leave of absences, direct deposit, contracts, verifications of employment, payroll authorizations, benefits, etc.) for biweekly payroll.
n Maintain a variety of payroll information, files and records (e.g. labor contracts, eligibility policies, time cards, deduction cards, benefits, retirement information, payroll authorizations, tax forms, etc.) for the purpose of providing an up-to-date reference and audit trail for compliance.
n Research discrepancies of payroll information and/or documentation (e.g. contract information, W-4 forms, timesheets, leave time, unemployment eligibility, direct deposit requirements, etc.) for the purpose of ensuring accuracy and adherence to procedures prior to processing.
n Respond to written and verbal inquiries (e.g. employment verifications, garnishments, payroll processes, etc.) for the purpose of providing information and/or direction.
n Electronically transmits payroll funds to ACH for proper disbursement after all records have been verified and audited, and payroll records have been compiled.
n Prepare periodic reports to state and federal government agencies.
n Process manual checks
n Process deductions for remittance to proper agents (retirements, HSA, 403b’s, FSA).
n Process annual salary increases for all employee groups; process and distribute annual W-2's.
n Maintain and follow current information on payroll procedures and IRS regulations and FLSA.
n Comply with and communicate IRS regulations; effectively communicate with outside vendors, employees, and banking institutions and provide technical information to comply with State and federal agencies.
n Respond to employee inquiries regarding payroll issues.
n Process monthly billings for employee insurance; reconcile employee benefits monthly; electronically transmit monthly insurance payments.
n Reconcile quarterly payrolls to General Ledger.
n Sort and distribute paycheck receipts.
n Assist auditors as needed.
n Enter and process full-time overload and adjunct faculty assignment sheets each semester.
n Process retiree/COBRA insurance payments.
n Attend workshops; keep abreast of state and federal changes in labor laws that pertain to payroll.
n Maintain confidentiality regarding personnel actions; confidential and sensitive performance problems; documents of non-renewal and termination actions.
n Provide documentation necessary to book the year-end salary accruals.
n Provide documentation necessary to adjust uncompensated absences reported on the year-end financial statements.
n Reconcile taxable wages as reported on the 941 to the general ledger.
n Communicate effectively with bank when needed during payroll.
n Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe manner and with minimal supervision.
ADDITIONAL DUTIES:
n Adjustment of hours involving evening and/or weekend work may be required.
n Performs other related duties as may be assigned.
KNOWLEDGE, SKILLS, and ABILITIES:
n Knowledge of department and college policies, procedures, and practices with the ability to answer work related questions; and/or interpret and apply these guidelines correctly in various situations.
n Knowledge of accounting and payroll principles, practices and methods.
n Knowledge of payroll laws and FLSA.
n Knowledge of Section 125 tax deductions.
n Ability to maintain confidential information.
n Ability to interpret and implement payroll procedures for state and federal regulations.
n Ability to proficiently utilize a computerized payroll system, calculators, electronic spreadsheets, and other office equipment.
n Well developed interpersonal and communication skills.
n Ability to prepare various reports and correspondence.
n Ability to establish and maintain positive working relationships with other employees at all levels.
n Ability to establish and maintain positive working relationships with financial institutions representatives.
n Ability to apply principles of logical thinking to define problems, collect data, and establish conclusions.
n Ability to identify and express problems and develop solutions to recommend alternative procedures.
n Ability to utilize mathematical formulas; add and subtract totals; multiply and divide with great accuracy; determine percentages; and utilize descriptive statistics.
n Ability to organize, prioritize, and complete multiple work assignments and meet deadlines.
LEADERSHIP and COMMUNICATION SKILLS:
n Follow instructions or work orders; and/or read routine sentences, instructions, regulations, or procedures.
n Communicate using routine sentences; complete routine job forms and incident reports; and/or communicate routine information regarding daily activities.
DECISION-MAKING and ANALYTICAL SKILLS:
n Requires some decisions that affect a few co-workers.
n Perform clerical or manual duties.
n Adhere to college policies and procedures.
n Perform job duties in a safe and efficient manner.
EQUIPMENT/SOFTWARE:
n Use office machines such as telephones, fax machines, copiers or calculators.
n Use computers for data entry and Microsoft Office (Word, Excel, Outlook), or custom applications; use Colleague (college database system)
WORKING CONDITIONS - the following physical conditions and hazards may be encountered in this position:
n The overall environment is indoor with movement through the assigned work location.
n The noise level in the work environment is usually moderate.
PHYSICAL REQUIREMENTS:
n While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms; stoop, kneel, crouch, or crawl and talk or hear.
n The employee must occasionally lift and/or move up to 10 pounds.
n The position may also require close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
POSITIONS SUPERVISED:
n None
EDUCATION, EXPERIENCE, and LICENSES/CERTIFICATIONS: (A comparable amount of training, education or experience may be substituted for the minimum qualifications.)
n Completion of Associate's degree
n 2-3 years of related experience
Signatures
I have read and reviewed the above job description with my immediate supervisor.
Employee Signature/Date Supervisor Signature/Date