Under general direction from the Assistant Controller, the Payroll Administrator ensures effective processing and oversight of the payroll process and accounting. Oversight includes monitoring and reviewing timesheets, wages, and withholdings for accuracy. In coordination with Human Resources maintain employee data and proper flow of information between various departments. Verify that employee changes are entered correctly and made on a timely basis; review changes for proper authorization and adherence to policies and in compliance with federal/state/local regulations. Provide support for various Business Office functions as required.
This position is responsible for effectively managing payroll processing and includes the following. Cross-training Accounting Department functions and other duties may be assigned.
o Manages and maintains time and attendance and bi-weekly payroll processing
o Prepares journal entries for payroll, earned time and fringe benefit accruals, plus monthly and other payroll accrual journal entries
o Reconciles payroll and benefit reports to the general ledger, external vendors and regulatory agencies
o Initiates payment requests for payroll deductions and fringe benefits
o Processes garnishments and levys and provides communication with employees as needed.
o Coordinates paycheck replacement as needed for missed payments, direct deposit rejections, lost payments etc.
o Manages overpayment communication and collection
o Responsible for payment of moving/relocation expenses reimbursements
o Reconciles quarterly payroll tax returns to the general ledger
o Understand proper tax treatment and processing requirements for wages and employer paid benefits.
o Payroll tax compliance- register with other jurisdictions and set-up in ADP Responsible for following up with out of state employees regarding tax deductions to receive the appropriate paperwork needed
§ Responsible for communicating to employees state tax compliance changes regarding the state they work in
Responsible for non-residents and foreign and national employee/student employee tax knowledge
o Facilitates workers' compensation annual audit
o Participates in financial statement and 403b audit as it relates to payroll functions, including census reconciliation
o Responsible for overseeing the preparation, timeliness, and accuracy of all year-end processing for employees, including W-2s
Ensure compliance with IRS and State payroll regulations and applying them to the University as required
o Standardize management payroll reports and prepare ad-hoc payroll reports for internal departments
o Coordinates with Human Resources on employment related payroll matters when needed
o Communicate and work with employees on payment, tax or other payroll related questions.
o Responsible for resolving payroll related issues and communicating with the appropriate employees
o Identify and recommend updates to payroll processing, systems, and procedures and work with appropriate departments (i.e HR) to execute changes.
o Works with Provosts office on Overloads/Stipends and maintains and manages batch for payment.
Detailed record keeping and general accounting functions
o Supports Property Plant & Equipment, depreciation monthly and annual reconciliations
o Capital project payment reconciliation and issuance
o Accounts Payables Support
• Weekly ACH/EFT, Wires, Refunds processing
• Travel Advance reconciliation and tracking for policy compliance
• Assistance with prepaid accounting and reporting
o Assist with implementing and maintaining internal financial controls and procedures.
o Other duties as assigned
Associates degree in Accounting or Finance required, BS preferred with at least 2 years of general accounting experience (experience can be substituted for education on a year by year basis)
· Non-profit and general ledger experience desired
· Knowledge of payroll laws and reporting requirements
· Knowledge of accounting principles and practices as it relates to payroll
· Previous payroll experience is desirable
· Experience with Microsoft Office required, ADP software experience desired
· Excellent written and oral communication skills
· Strong analytical and problem- solving skills
· Excellent processing skills and attention to detail
· Must possess excellent organizational skills and be extremely flexible to meet employee demands, in addition to being able to work independently and prioritize multiple tasks in a changes environment with a high degree of accuracy.