Education/Experience Requirements
Bachelor’s degree or Certified Payroll Professional (CPP) designation preferred; minimum six years payroll/timesheet administration experience required using ADP or similar payroll software system in a mid-size company (250-500 employees). PeopleSoft experience preferred. Supervisory experience is a plus.
Knowledge Requirements
• Strong knowledge of accounting/payroll systems
• Computer and mathematical aptitude
• Ability to follow up on complex and detailed work activities
• High degree of confidentiality, attention to detail and excellent organizational skills
• Ability to troubleshoot problems
• Proficiency with Microsoft Excel, Word and spreadsheet preparation skills
• Good communication skills; tact; discretion; dependability
• HIgh ability to multi-task and prioritize in a fast-paced work environment
• Excellent customer service and communication skills, both written and oral
• Proactive, independent self-starter personality
• Must possess strong knowledge of federal, state, and local wages, overtime, tax, and deduction regulations
• Thorough knowledge and understanding of STD, LTD, FMLA, 403(b), 457 and other benefits plans as they relate to payroll deduction
• Experience processing high-volume payroll
• High degree of sensitivity to payroll-related deadlines and commitment to ensure that all deadlines are met
Principal Duties and Responsibilities
50% Time Collection Administration:
• Manages the Timesheet entry system using PeopleSoft
• Works with employees to ensure timesheets are properly entered in a timely manner; creates successful mechanisms to ensure timeliness
• Helps employees correct timesheets as needed and works with program financial managers to make corrections
• Assists employees with determining current leave bank balances prior to month-end close
• Runs monthly leave accrual process in PeopleSoft and troubleshoots problems as they arise
• Orients new employees to the timesheet system and provides training as needed
• Writes and maintains training documentation on proper timesheet entry, modification and approval processes and procedures
• Provides user support to all employees entering timesheets, timesheet modifiers and timesheet approvers
• Processes semi-monthly timesheets
• Controls various leave bank charge numbers, and monitors the leave bank balances for donors and benefactors
• Collects and maintains a file of all special circumstances timesheets, i.e. hand signed if signing authority for timesheets has been delegated
• Provides copies of timesheets to auditors as requested
• Works with ITS to determine the best down times for software maintenance and upgrades and announces down times to the appropriate administrative staff in the programs
• Develops software test plans and conducts software testing for all new upgrades
• Works with ITS to resolve software problems/issues
• Works with ITS to keep user documentation updated on the Intranet, and to develop documents for users on new features and functionality of all software upgrades
• Work with the Accounting Manager to keep the Administrator instructions current so that appropriate documentation is maintained in case of absence.
50% Payroll Administration:
• Prepares, verifies, and submits accurate payroll information, including updating employee records with applicable changes.
• Prepares the monthly, quarterly and yearly payroll reconciliation. Reviews payroll discrepancies, determines the problems and when necessary, initiates adjustments and/or recommends appropriate actions.
• Reviews, compares and balances payroll related accounts on a monthly basis.
• Reconciles 941 reports with internal system records.
• Provides payroll reconciliation reports to Director of HR and Asst. Controller, and, on a yearly basis, to the auditors. Requests journal entries when needed.
• Reconciles labor costs to payroll salary costs.
• Processes monthly payroll journal entry from ADP.
• Prepares, computes and submits year-end information not normally handled through payroll processing such as supplemental income, moving expenses, educational grants (when applicable), etc.
• Generates salary calculation summaries for new and departing employees.
• Prepares tax calculations for employees upon request.
• Works with both ITS and payroll software vendor to resolve software problems/issues.
• Responds to employees' inquiries on payroll issues.
• Attend new employee orientation weekly, explaining payroll taxes, enrolling employees for iPay, explaining direct deposit procedures and answering employee questions.
• Reviews I-9 documentation within 3 business days of new employees’ start dates.
• Develops software test plans and tests payroll software updates.
• Identifies and attends payroll software training as needed.
• Trains payroll backup person.
• Makes recommendations to management regarding business continuity plans.
• Handle employee payroll and tax-related correspondence, complaints & inquiries.
• Correspond with many departments and provide information as requested.
• Assist with registrations with taxing and unemployment authorities as needed.
• Supervises and trains AP & Payroll Accountant to assist with semi-monthly timesheet entry management and payroll management.
We strongly encourage qualified women and minorities to apply.
(Only applicants meeting minimum qualifications for the position will be considered. No phone calls please.)
EOE M/F/H/V