Accounts Payable Specialist & Payroll Administrator

Description

Payroll – Responsible for processing of bi-weekly, hourly employee payroll. Assists with benefits reconciliations, submit monthly insurance payments, maintain employee database, and maintain employee files.

Accounts Payable – Assist with all tasks associated with the processing and payment of all University invoices.

SUPERVISION RECEIVED OR EXERCISED:

Receives direction and supervision from the Director of Payroll and the Disbursements Manager. May receive technical or functional supervision from the Controller, University Accountant, and Chief/Deputy Chief Human Resources Officer. Will work closely with all employees of the University, to include faculty, staff, and students.

EXAMPLES OF DUTIES

Duties may include, but are not limited to the following:

• Prepares the bi-weekly payroll, and the monthly salaried payroll when necessary. This includes ensuring that all time sheets are submitted on a timely basis, all employee deductions are accurately reflected, and all payroll adjustments are entered.

• Update and maintain employee files regarding the tracking of pay increases and assist Payroll Director with benefit deductions and other employee pay adjustments in the payroll system.

• Prepare and maintain bi-weekly payroll reports.

• Assist employees with payroll questions.

• Initiate and adjust payroll records as needed and appropriate.

• Works closely with Director of Payroll and assists with in-processing of new student hires

• Prepares student time reports in preparation for bi-weekly payroll processing, meeting all deadlines

• Assist with phone and office reception

• Assist and work closely with Director of Payroll to ensure payroll accounts are reconciled with the general ledger

• Prepare and maintain vacation and sick leave reports

• Coordinates schedules and conducts training sessions to explain and/or update information regarding payroll policies and procedures

• Establish appropriate records and files for new student employees

• Assist in the development of office procedures to facilitate the processing of the University’s payroll

• Works closely with the Student Employment Coordinator to ensure all Student Employment including Community Service is processed and paid appropriately in a timely manner.

• Works closely and effectively with the staff of the Career Advising and Employer Engagement Office

• Assists the Career Advising and Employer Engagement Office with establishing employment eligibility for student employees and entering student I-9 information into the E-Verify program when necessary

• Assists the Career Advising and Employee Engagement Office with Coordinating and conducting student employee supervisor meetings as needed, especially during the beginning of the academic year.

• Prepare and maintain employee files, assuring accuracy, compliance, and confidentiality.

• Assist in completion of employment verifications, I-9 status and federal and state regulations.

• Assist with the reconciliation of monthly premium statements for all group insurance policies and help resolve administrative problems with the carrier representatives.

• Review approved accounts payable invoices for completeness and accuracy and code invoices with appropriate account codes where necessary.

• Calculate discounts to be taken and calculate and code sales tax amounts.

• Record invoice payment information in the Accounts Payable system and select invoices due for payment.

• Electronically file invoices with a copy of check after the checks have been reviewed and signed.

• Process voided checks, requests for stop payments and vendor refunds.

• Work with vendors and other college employees to reconcile billing discrepancies.

• Match invoice with purchase order and verify receipt of items and / or equipment.

• Work with vendors, faculty and administrative staff to resolve discrepancies with order(s) received.

Qualifications

Knowledge of:

• Principles and practices of financial record keeping related to payroll and accounts payable.

• Modern office methods, practices, procedures, and equipment to include Microsoft Office products, Word and Excel.

• Advanced computerized data processing principles.

• Applicable federal and state payroll and related tax regulations, legislation and guidelines including, but not limited to: garnishments, moving expenses, child support, levies, non-resident alien and U.S. tax treaties.

Ability to:

• Meet multiple deadlines.

• Maintain strict confidentiality.

• Analyze situations accurately and adopt an effective course of action.

• Prepare and maintain accurate records, files and reports.

• Work effectively with people from a variety of culturally diverse backgrounds.

• Post data and make mathematical computations rapidly and accurately.

• Prepare a variety of regular and special payroll reports.

• Understand and apply principles and procedure involved in fiscal record keeping and accounting functions.

• Operate standard office machines, including computer systems.

• Understand and carry out both oral and written instructions.

• Communicate clearly and concisely, both orally and in writing.

Bachelor’s degree preferred; supplemented by specialized course work in accounting, business or a closely related field. Payroll experience is preferred, Paycom payroll experience is a plus.