Description

Major Responsibilities :

• Generate check runs and related duties,
• Open and distribute accounting mail,
• Data entry including but not limited to employee reimbursement requests and / or vendor invoices,
• File vendor invoices that are pending payment,
• Prepare and furnish to vendors sales tax exemption certificates, request W9's from payees and maintain records thereof,
• Order and maintain an inventory of general office supplies for the accounting area,
• Filing of support reports and documents, other miscellaneous tasks as assigned by Accountant and Finance Administrator
• Responsible to accurately generate check run processes, utilizing the Accounts Payable system and MHC print software. This requires managing the selection and run parameter criteria such as bank selection, forms, check numbers, check date, along with ensuring the completion of all import processes, job and report processes, transmission of the payment file data to the bank.

Also, responsible to distribute the printed checks to staff (for matching to invoices / check requests) and subsequently (after return thereof) preparing checks and enclosures for mailing.

Timely and accurately open, sort, and distribute all incoming mail for Accounting and Accounts Payable areas.Further segregate the Accounts Payable mail down to specific vendor assignments and distribute.

Identify misdirected mail (10%) and redirect to the appropriate Gundersen department (requires a broad knowledge of other departments and their function

Provide accurate and timely data entry of vendor invoices and / or employee reimbursement requests (work is generally from other Accounts Payable staff following their preparation and review).

Included in this segment is some customer service support time, fielding questions and performing inquiry and responses relating to payment status and check information.

File vendor invoices / check requests that have been processed (by all A / P staff) and loaded into the Lawson accounts payable system for future payment.

These documents are maintained in a central location for general access and are subsequently pulled by all staff on check run days for matching to payments.

This requires an assimilation for knowledge across the breath of the vendor master (approx. 8, vendors) relative to invoice graphics and payee names to ensure accurate filing, eliminating misplaced invoices and staff frustration that comes with that.

Legal names on check often differ from the name / graphics presented on the invoice.

Prepare, furnish, and maintain records of WI sales tax exemption forms filed with vendors and / or suppliers. Requires knowledge of the appropriate entity to prepare.

Generate W9 requests to vendors / payee to secure the required legal and / or business name, as well as the Taxpayer Identification Number (TIN) that staff need before proceeding with payments.

Coordinate with staff the updating of the vendor master and maintain files of the W9 forms.

• Filing of payment vouchers, EDI / electronic payment file support, and miscellaneous.
• Performs other job-related responsibilities as requested.
• Prepare, audit, analyze, and correct data collected in Kronos system to process hourly and salaried payroll using Lawson payroll system.

Coordinate and process special payroll runs outside of biweekly and semimonthly payroll processing.

Review and ensure accurate computation of pay and interprets company policies and governmental regulations affecting payroll procedures.

Makes recommendations on process improvements as needed.

Creates and maintains Lawson system for tracking of absence management plans which includes PTO, vacation, sick, and sabbatical plans.

Periodically audits plans to determine that employees are enrolled in correct plan. Responsible for transferring employee between plans when employee status is changed.

Calculates and verifies amount available for cash out on termination of employment, retirement, or as in-service option.

Interprets company time off policies in assisting employees with questions about accruals, cash out, carry over, and required usage.

Reconcile and balance payroll for electronic transfer to banks for distribution to employees and tax authorities. Ensures that payroll accounts and garnishments comply with and are reported timely to federal, state, and local agencies.

In conjunction with HRIS staff, maintain Lawson and Kronos systems. Includes set up of new timekeepers in Kronos. Assists with creation and maintenance of job codes and pay codes in the Lawson and Kronos systems.

Provides recommendations on system set-up in Lawson (Absence Management, Time Accrual, payroll processing) and Kronos (timekeeper pay codes) as part of on-going maintenance and system upgrades or testing.

• Provide a high level of customer service by promptly and accurately answering employee and manager timekeeping and payroll needs in partnership with Help Desk.
• Prepare, reconcile, and distribute of W2 reporting to employees and to government. Calculate taxable fringe benefits and record imputed income due for year-end processing
• Participates in system upgrades, new application implementations, system patches, process improvement, system integration, and system testing projects.
• Works with HRIS Team, Management, and IS to develop and implement the automation of HR processes as they relate to the HRIS and sub-systems;

identifies issues and recommends solutions.

• Work with Finance Administrator to develop content and conduct on-going new employee orientation, user group meetings, manager presentations, and other communication and education efforts.
• Works with HRIS staff to create and write audit reports for internal department use and for management tools.
• Adheres to regular and predictable attendance.
• Assists department in special projects as required.

Education and Learning :

REQUIRED

DESIRED

High School Diploma or equivalency 1-2 years of course work in an accredited technical college or university with emphasis on accounting courses, business courses, and / or courses in Excel, Word, Access, etc.

Work Experience :

REQUIRED No experience required.

DESIRED 2 years in a business office setting, with a preference to accounting, finance, or budgeting settings.

Last updated : 2024-07-03