Appointment Type: Classified Staff
Department: Business Affairs 410000 QBA
Position Summary: This recruitment will be used to fill one part-time (approximately 30 hours per week) Payroll Technician position for Business Affairs at Oregon State University (OSU).
Business Affairs is a unit within Finance and Administration for Oregon State University and is responsible for the proper receipt, expenditure, accounting and financial reporting of funds in accordance with appropriate Federal and State regulations, as well as the requirements of the various other public and private sources of University funds. Business Affairs has several sub-units: The Office of Post Award Administration (OPAA) annually administers over 4,500 active grant accounts for research. Payroll is responsible for processing and posting pay data for 11,000 employees monthly totaling more than $580M in compensation annually. The Financial Accounting and Analysis unit is responsible for centralized financial oversight and analysis of university transactions, policies and processes. Its operations encompass more than $280M in vendor payments, and include related functions such as audit coordination, fiscal year-end closing, quality assurance, and financial reporting. The Student Finance units are responsible for the billing and collection of over $225M in tuition and fees annually, receipting and depositing of revenue in excess of $735M annually from all sources, and managing over 32,000 active ID cards and the campus card's many programs including meal plans, door entry, and access to other campus services and events. Procurement, Contracts and Materials Management (PCMM) has the responsibility to work with University departments to establish and manage contracts with a total value in excess of $130 million annually, to oversee the transfer, sale, or disposal of all University surplus property, and to maintain a comprehensively sustainable waste management program with trash disposal as a last resort.
The primary purpose of the Payroll Section is the timely and accurate processing of pay authorization documents to produce monthly payrolls. Pay must be distributed in accordance with instructions from each employee.
The Payroll Section serves more than 100 departments and pay nearly 10,000 people each month. Employees are located primarily in Corvallis but include every Oregon county, the United States and in several foreign countries.
The Payroll Section is responsible for compliance with tax withholding instructions received from employees, the Oregon Department of Revenue, and the Internal Revenue Service.
The purpose of this position is to answer the main payroll telephone, and provide customer service for walk-in and payroll window customers. Process check delivery and W-4 changes for all OSU employees. Tax directives. Maintain & order all supplies and forms. Produce and maintain the payroll contact list for department use. Maintain check stock log book. Assist in reconciling certain simple payroll accounts, including the draw account. Outstanding check reconciliation reports. Entry of manual checks and pay requests.
Position Duties: 50% CUSTOMER SERVICE
This position is responsible for answering the main telephone line and assisting both walk-in and payroll window customers. Answer Payroll questions providing detailed information as needed with an awareness of maintaining confidentiality for all OSU employees.
Refer inquiries to the appropriate staff member when needed.
Disburse manual and window checks to Business Centers/ Depts. and/or employees.
Maintain signature log for manual checks.
Provide and sustain accurate manual check logs.
Forward returned W-2 forms, assist customers in procuring duplicates or replacement copies from the Web.
Answer basic EmpCenter questions for employees and BC's alike.
20% DOCUMENT MANAGEMENT
Ensure that Central Payroll documents are properly managed. Students assist with these efforts but this position is ultimately responsible for scanned documents. This includes but is not limited to;
Document scanning, verification of image quality and indexing to appropriate employee records.
Maintain accurate hard copy files and archive documents based on the Oregon State Archive Manual retention requirements including destruction schedules thereof.
Assist college/department/BC personnel via phone, fax, e-mail, post, or in person with various questions and documents.
15% PROCESS W-4'S, CHECK DELIVERY CHANGES, TAX DIRECTIVES AND STATE OF OREGON EXEMPTIONS
Provide backup on entry of check delivery and W-4 changes for all employees. Return check delivery and W-4's to employees as needed when incorrect. Send W-4 copies to Department of Revenue as needed.
Provide backup on entry of check delivery/direct deposits. Correct direct deposit information in Banner as directed by Treasury returns or closed/changed accounts.
Provide backup for tax directives and State of Oregon exemptions.
10% ACCOUNTING SUPPORT/OTHER DATA ENTRY
Assist with various payroll account reconciliations, in particular the Draw account entries. Assist in Overpayment processing. Assist with writs account files and letters. Manual check entry and generation.
Assist other staff with data entry as needed, including but not limited to :
Entering non-cash earnings
Set up various payroll deductions, including but not limited to union dues, Food Drive, Charitable Funds, Parking, and Dixon.
Run and send monthly payroll deduction reports, request payments and provide backup of deduction payment invoice generation Backup for off-campus Work Study.
3% Additional FRONT OFFICE DUTIES
Outstanding (Stale) Check Reconciliation Reports, Research outstanding checks.
Replacement checks: Determine appropriateness and assist employee in completing the lost check affidavit.
Complete information requests from various agency's
Keep files and reference materials, current and accurate.
Order office supplies and maintain supply of paper forms as needed. Keep front office area neat, clean and efficiently organized.
2% Other duties as assigned.
Position Duties (continued):
Working Conditions/Work Schedule: Extensive use of personal computer.
Operate Multi-line phone.
Occasional interaction with confused or upset employees.
Minimum/Required Qualifications: Eight (8) quarter (5 semester) or 80 clock hours of college-level accounting courses; OR one year of general office experience including payroll processing (verifying, proofing, and entering data) The training or experience must include operating a calculator or ten-key adding machine by touch. On your application, be specific in addressing your training and/or experience to the areas listed in the minimum qualifications. All courses must be from accredited college, universities, or private vocational schools. Transcripts must be submitted for all required and/or related courses.
Strong verbal/written communication and demonstrable customer service skills to explain applicable laws, regulations and policies to employees from multiple ethnic and culture backgrounds;
Ability to handle confidential information appropriately and process payroll related data accurately.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OAR 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months.
Preferred (Special) Qualifications: Minimum 2 years of progressive payroll experience
Familiarity with SunGard Banner database
Demonstrable commitment to promoting and enhancing diversity
Scholarly Outcomes for Position (academic faculty only):
Posting Date: 07-31-2014
For Full Consideration Date:
Closing Date: 08-18-2014
Recommended Full-Time Salary Range: $2235-$3243
Posting Number: 0012840
Quicklink for Posting: jobs.oregonstate.edu/applicants/Central?quickFind=64534