Payroll Specialist

CHAMINADE UNIVERSITY OF HONOLULU

MISSION STATEMENT 

Chaminade University offers its students an education in a collaborative learning environment that prepares them for life, service and successful careers. Guided by its Catholic, Marianist and liberal arts educational traditions, Chaminade encourages the development of moral character, personal competencies, and a commitment to build a just and peaceful society. The University offers both the civic and church communities of the Pacific region its academic and intellectual resources in the pursuit of common aims.

1. Position Information

Title: Payroll Specialist

Department: Business Office  

Full Time, Non-Exempt

1. Position Summary

The Payroll Specialist is responsible for administering payroll for employees, ensuring accuracy in the computation of wages, taxes, benefits, and other deductions. Maintaining all employee payroll records with the highest level of accuracy and confidentiality. Support department activities with specific responsibility for ensuring the accuracy of final payroll reports, time cards, spreadsheets and wages distribution. Ensure compliance with all federal, state, and local payroll laws and regulations.

1. Reports to

Direct Report to: Senior Budget Analyst

1. Essential Duties and Responsibilities

Payroll (80%) 

• Independently assists auditors for the purpose of providing supporting documentation on internal process that is required for audit related to payroll. 
• Assists in developing reporting processes, procedures, and internal control for the purpose of maintaining the efficient flow of payroll processing. 
• Fully responsible to ensure the data-processing of payroll system is operating effectively and accurately.
• Compiles statistical and payroll data from a variety of sources (time card, personal authorizations, salary adjustment, benefits and tax deposits) for the purpose of providing summaries to other university personnel and ensuring compliance. 
• Informs employees regarding procedural requirements for payroll transactions
• Monitors all payroll activities for the purpose of ensuring compliance with Federal and State regulations.
• Participates in workshops for the purpose of gathering information required to perform job functions.
• Processes a wide variety of payroll documents (time card, withholding information, employee contributions and stipends) for the purpose of disseminating information to appropriate parties.
• Independently responded or prepares a variety of payroll related documents (W-2 controls, invoices for overpayments, ACH transactions and verification of employee salary) for the purpose of documenting activities.
• Fully responsible of finalizing W2 processing with ADP at the end of every calendar year.
• Process all payroll authorizations for the semi-monthly payroll, maintains all employee wage and deduction records with the University service bureau.
• Resolves discrepancies with payroll documentation for the purpose of ensuring accuracy of records and employee payments.
• Process the payroll and fringe benefits for all religious order University employees.
• Prepare the Semi-Monthly payroll journal entry for posting to the general ledger.
• Process all University fringe benefits for payment, allocates departmental cost and reconciles all payables to the general ledger.
• Maintains the individual and cumulative earnings records for the federal College Work Study Program. 

Accounts Reconciliation (10%) 

• Reconcile payroll reports with supporting documentation (personal authorization, faculty contract, levies and garnishment order, and time card) to ensure accuracy of payroll production.
• Reconcile all payroll account balances (403b, health insurance, dental insurance, flexible spending, and third-party sick) for the purpose of maintaining accurate account balances and complying with established guidelines. 

Employee Support (10%)

• Responds to inquiries regarding payroll procedures (wage attachment, contributions and direct deposit) for the purpose of providing necessary information for assisting employee.
• Responds to all authorized inquiries regarding employee payment and deductions.

1. Disclaimer

This list of responsibilities is not exhaustive.  Details relating to both essential and non-essential functions of the job are not precise and are only an approximation, which can vary on a day-to-day basis and are subject to change on an as-needed basis and/or in the sole discretion of supervisory management.

1. Education and Experience

Minimum

Bachelors degree in Accounting or Business

Two years working experience in accounting or payroll processing, including reconciliation and preparation of general journals.

1. Required Knowledge, Skills & Abilities 

• Proficiency in ADP or Ceridian payroll system; including on-line processing, and familiarity with reports. 
• Strong understanding of payroll laws, tax compliance, and accounting principles. 
• Attention to detail and accuracy. 
• Strong communication and problem-solving skills. 
• Ability to handle sensitive information and maintain confidentiality. 
• Knowledge of labor laws. 
• Advanced with Microsoft Excel and other computerized accounting systems. 

1. Physical Requirements

Duties involve light work in an office and community setting and requires a minimum of physical effort with intermittent sitting, standing, climbing stairs, and walking inclines. Must be able to lift 20 pounds, walk the campus with ease, and have excellent motor skills. Must have finger dexterity. Must be able to communicate information and ideas so that others will understand.

1. Other Requirements

• This is a full time, non-exempt position. Forty hours per week (M-F) will be the general rule. However, depending on the project cycles and workflow demands of the department, additional hours or workday schedule changes may be occasionally required.  Must be willing and able to work occasional nights and weekends and have a varying schedule when required
• Performs such similar, comparable or related duties as may be assigned or required
• Observes all safety and health regulations and works in accordance with safe work procedures and policies of the University. Reports unsafe acts/conditions and injuries in a timely and proper manner
• The employee is expected to adhere to all University policies while employed. The policies can be found at https://chaminade.edu/compliance/resources/ or on the employee Share Portal

1. Marianist Identity/Native Hawaiian & Pacific Island Serving

An expressed willingness to respect and support the Catholic and Marianist identity of Chaminade University of Honolulu and to perform all duties in a manner consistent with Marianist educational values and mission of the University.  Understanding of and respect for the University’s designation as an institution that serves students of Native Hawaiian and Pacific Island ancestry.