Senior Payroll Specialist

PURPOSE:

Responsible for the accurate production and timely delivery of two monthly payrolls (exempt & non-exempt salaried, nonexempt hourly (including students). Understands the ADP payroll system to accurately pay employees in compliance with federal and state laws and regulations, such as the Internal Revenue Service (IRS) rules and regulations and the Fair Labor Standards Act (FLSA). Assures proper tax treatment, accounting, and disposition of withholdings, such as taxes, deductions for benefits, charitable contributions, retirement contributions, voluntary deductions, etc. Works closely with the Human Resource Services, Accounting/Finance Department, IT Department, and other University departments as well as the state retirement offices, Internal Revenue Service, Social Security Administration, and others receiving the proceeds from payroll deductions. Will also be responsible for data entry of payroll records for all full-time, part-time and student employees and maintaining employee files related to payroll as well as presenting new hire orientation information pertaining to payroll related material. May make electronic payments and upload electronic files to various vendors. Will be cross trained as primary backup to Payroll Supervisor.

ESSENTIAL JOB FUNCTIONS, DUTIES, & RESPONSIBILITIES

Ensures proper payment of wages and salaries by maintaining and/or supervising the data entry and preparation of two monthly payrolls, assuring that timecards are correctly processing salaries and reported hours worked, correctly utilizing paid leave and holiday pay, and correctly computing overtime. Reviews wages computed and corrected errors to ensure accuracy of payroll. Records changes affecting net wages such as exemptions, insurance coverage, and other deductions for each employee to update master payroll records. Adjusts payroll and other benefits or deductions as needed. Reconciles and processes monthly payments for insurance, retirement, garnishments, etc. Balances accounts and communicates with outside vendors for accuracy of billing and payments. Monitors control procedures related to the preparation and disbursement of direct deposits and of payroll checks. Prepares and ensures accurate and timely completion of all payroll tax reporting requirements to federal, state and local governments, including quarterly reporting and issuances of annual Form W-2s. Ensures that the ADP payroll system is working as expected with regular delivered software updates/maintenance and is in compliance with federal and state laws, rules, and regulations by establishing controls, monitoring results, and collaborating with Human Resource Services and IT Services to modify, update and adapt programming, processing methods, and reporting in response to changes in regulations, withholding rates, reporting needs, etc. Generates records of each payroll showing each payee, hours worked for nonexempt employees, wages paid, associated withholdings for retirement, benefits, and other contributions, and taxes withheld, supervises the maintenance of payroll records and accounts. Review data entry and maintain employee information from PTR's (Personnel Transaction Records), SER's (Student Employment Records) and CWS (College Work-Study) student forms. Maintain and present payroll related material for new hire orientations. Answers questions from employees concerning payroll questions either via telephone or in person. Works with Accounting/Finance Office personnel to coordinate required accounting processes for monthly, quarterly and yearly reporting. Performs various journal entries, and account reconciliations related to payroll. As a part of Human Resources department, also maintaining knowledge and a general understanding of HR processes and procedures, providing coverage, answering routine questions as necessary. Responds to payroll audit requests. Other duties as assigned.

KNOWLEDGE, SKILLS, & ABILITIES

Ability to write reports, business correspondence, and procedure manuals as well as effectively communicate orally (in person and by telephone) and in writing. Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists. Ability to multi-task yet maintain close attention to detail and timeliness of work production. Ability to use discretion and judgment and work independently while maintaining highest level of confidentiality. Ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, vendors and members of the public), including disgruntled individuals. Requires the ability to use small office equipment, including desktop calculator, copy machines or multi-line telephone systems as well as the ability to use computers for data entry, word processing and/or accounting purposes. A record of inclusive conduct and evidence of multicultural skills in the workplace is preferred.

QUALIFICATIONS

High School diploma or GED required. Three years of progressively responsible in-house payroll accounting management experience is required including demonstrated knowledge of accounting principles, payroll methods, Department of Labor regulations, federal and state tax regulations, and local and international tax requirements. Proficiency with Excel and/or other spreadsheet and database applications.

PREFERRED QUALIFICATIONS

Bachelor's degree in a business-related field and/or twenty hours of coursework in accounting. Supervisory experience.

PHYSICAL DEMANDS

Light sedentary office work. Prolonged periods of sitting at a desk and working on a computer. Ability to lift and/or move up to 25 lbs. Specific vision abilities required by this job include close perception and distance vision as related to multiple desktop computer screens, etc. This job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of Lincoln University. Since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder's responsibility.