What are the responsibilities and job description for the Payroll Coordinator position at West Virginia School of Osteopathic Medicine?
The Payroll Coordinator will assist the Senior Payroll Coordinator to process WVSOM’s bi-weekly payroll including processing, producing, analyzing, and interpreting payroll reports and documentation. The individual confirms that employee pay information and deductions are correct for the West Virginia School of Osteopathic Medicine (WVSOM) and adjusts as necessary. This position assists with oversight of the state leave management system for WVSOM employees, which includes checking leave accruals, time card approvals, processing leave requests, and training and assisting employees. The Payroll Coordinator provides customer service to all employees (full- and part-time, and student workers), including new employee orientation, taxes, supplemental retirement, wellness plans, leave, retirements and any other needs they may have regarding payroll and benefits. This position is responsible for the maintenance of sensitive and confidential fiscal records for all employees’ payroll and benefits data. This position reports to the Director of Finance.
This is a full-time, non-classified position; it is exempt from FLSA regulations concerning overtime. Not all activities of this position occur within the confines of an 8:00-4:30 schedule and may require evening and weekend scheduling as needed. The weekly schedule for this position will be established between the supervisor and the employee and approved given the needs of the department and the institution. This position has been designated as Essential. This means that when WVSOM is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover and continue operations at WVSOM.
This is a full-time, non-classified position; it is exempt from FLSA regulations concerning overtime. Not all activities of this position occur within the confines of an 8:00-4:30 schedule and may require evening and weekend scheduling as needed. The weekly schedule for this position will be established between the supervisor and the employee and approved given the needs of the department and the institution. This position has been designated as Essential. This means that when WVSOM is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover and continue operations at WVSOM.
Education/Knowledge
Minimum Education
Bachelor's
Required Licenses/Certification
Skills Required
An equivalent combination of relevant and recent experience and training which provides the required knowledge, skills and abilities may be considered.
- Knowledge of accounting principles and payroll procedures.
- Ability to learn state laws regarding leave and wages.
- Analytical skills to define problems, organizational skills as well as good time management skills.
- Proficient knowledge of Microsoft Office products, and proficiency with computer databases.
- Monitor data and internal controls needed to comply with all Federal and state payroll regulations.
- Ability to train employees on various benefits and time management system
- This position must have strong writing, communication, organization, presentation and people skills.
- Knowledge of health and fitness education is useful for the Wellness Committee.
- Ability to maintain confidential, accurate, and detailed records for payroll and benefits processing. Excellent customer service skills to handle a variety of issues as they occur.
- Ability to learn and to apply effectively the policies, procedures and guidelines affecting the position and work unit to which assigned, as well as the institution.
- Successful candidate will have a Bachelor’s Degree in Business Administration, Accounting, Finance, or related
- Recent and related experience; 2 Years
- Database experience (payroll systems, UKG/Kronos, or related preferred); 2 Years
- Customer service experience, 2 Years
Duties and Responsibilities
Duties and Responsibilities
Alongside the Senior Payroll Coordinator, this position shall:
- Process, balance, and audit bi-weekly payroll required by West Virginia State Auditor’s guidelines following state interface and report errors for payroll and leave management databases.
- Problem-solve and complete parallel testing for unique situations regarding pay and leave situations for employees. Work directly with WV State Auditor’s Office and WVOASIS team to resolve payroll processing issues and testing as needed.
- Maintain employee payroll records, both electronic and paper files.
- Provide leave management system training to all leave earning employees.
- Monitor and audit leave management system, including leave balances, accruals, leave requests, and codes used for different leave options. Will also complete bi-weekly sign-offs to check for, and correct, errors within the leave management system.
- Provide notification to employees and/or supervisors regarding leave balances. Provide leave reports and employee data to the Office of Human Resources as requested.
- Audit part-time employee’s hours worked to maintain the employee’s part-time status.
- Create and maintain all employee records within the state payroll and time management systems.
- Complete new employee orientation which includes the completion of all payroll and benefits related forms. This position also completes and audits all employee I-9 forms.
- Educate and advise eligible employees (active as well as retirees) on the various benefits WVSOM has to offer or assist with changes to current benefits or payroll.
- Manage retiree leave conversions for retirement premiums. Also audit and process adjustments for all supplemental retirement accounts.
- Process and conduct exit interviews for all employee separations.
- Assist the Senior Payroll Coordinator with Open Enrollment for the WVSOM Campus.
- Work directly with the Robert C. Byrd Clinic (RCBC) to process and maintain detailed records for clinician practice plan funds and contractual supplemental agreements monthly.
- Attend conferences and meetings regarding payroll and benefits options impacting WVSOM.
- Assist with the employee flu clinic, WVSOM Employee Benefits Fair, and other related events as needed.
- Audit W2 information and process adjustments for year-end reports.
- Reconcile monthly PEIA Statement to ensure accuracy for employee payroll deductions.
- Compile reports and data for various groups including the WVSOM Board of Governors, WVSOM Foundation and Alumni Relations, federal labor reports, annual financial auditors, etc.
- Complete and submit unemployment paperwork for WVSOM.
- Scan and index all employee documents and payroll reports in BDMS.
- Audit and prepare worker’s compensation invoices for the Accounts Payable office and distribute payment documents upon receipt.
- Work with the Grants Accountant and the Office of Research and Sponsored Programs to provide employee salary and fringe benefits information as needed for grant-funded positions.
- Audit, process, and explain clothing allowances for WVSOM employees to ensure compliance with IRS and WVSOM regulation.
- Audit, document, and process employee cell phone stipends per WVSOM and state regulations.
- Invoice AHEC and OPTI monthly for all Personal services and benefits, and AHEC, OPTI and RCBC for all workers compensation expenses, quarterly.
- Assist with organizing on-campus TIAA meetings for employees and retirees.
- Other related duties as assigned or directed.
Required Experience
Posting Detail Information
Close Date
Open Until Filled
Yes
Special Instructions
WVSOM requires official transcripts of your highest degree earned and/or the degree in which qualifies you for the position. WVSOM requires these transcripts prior to an offer of employment, and we do recommend you send those to WVSOM once you have been selected for an interview. A transcript is official if it bears the authorizing signature and the official seal of the issuing institution and is sent directly by the school or college to the Office of Human Resources. Should your college or university provide this information electronically, we would ask that you submit that to Sherri Miller – HR Coordinator at smiller@osteo.wvsom.edu.
