Assistant Payroll Services Coordinator

Providence College; Providence (RI); On-site; USD 60,000 - 75,000; Full time

Job summary

The position handles Kronos timekeeping, W-4s and PAFs, prepares checks, and coordinates with banking and tax providers to meet deadlines while maintaining accurate records. Strong attention to detail and prioritization under deadlines are essential.

Qualifications

• Associate’s degree in business or accounting required.
• Three to five years of payroll experience or equivalent.
• Working knowledge of payroll processing and database systems.
• Banner, Kronos and ADP experience preferred.
• Proficiency in Word, Excel and Adobe Acrobat.

Responsibilities

• Reconcile, balance, and process biweekly payroll on a rotating basis (25%).
• Oversee Kronos time entry for staff and students and ensure accuracy (25%).
• Process monthly payroll tasks including PAFs, W-4s and fringe info (30%).
• Serve as acting Payroll Services Coordinator and provide back-up support (20%).

Skills

Payroll processing

Time management

Attention to detail

Communication skills

Problem-solving

Education

Associate’s degree in business/accounting

Tools

Banner

Kronos

ADP

Microsoft Word

Excel

Adobe Acrobat

Job description

In conjunction with other members of the payroll team, perform and manage all payroll duties in an accurate and timely fashion and in accordance with both federal and state regulations and the college’s policies and procedures. Serve as acting Payroll Services Coordinator in their absence. This position is 35 hours per week, Monday - Friday: 8:30 a.m. - 4:30 p.m. (1 hr. unpaid lunch).

1. On a rotating basis, reconcile, balance, and process the biweekly payroll. Oversee the web-based, time entry process for staff and their supervisors. Review Kronos timesheets for union workers, ensuring adherence with contract specifications. Download over 35/overtime report and the qualified overtime report and prepare for payroll entry. Electronically file biweekly electronic PAF’s and W-4’s and review for accuracy. Understand the tax rules or resident/non-resident aliens. Prepare checks for distribution. Distribute financial information to banking services providers, tax service providers, and account staff according to established deadlines. Scan payroll documents into the document management system. Process off cycle checks for direct deposit returns, stale dated checks and Human Resource directed payments. Update payroll checklists and manuals. Complete wage, unemployment, and workers compensation verifications. (25%)
2. On a rotating basis, reconcile, balance, and process the student payroll. Oversee the web-based, time entry process for students and their supervisors. Review overlapping hours report, meal break report, hours worked over eight report and reach out to student/supervisor to make necessary corrections. Download over 20/40 hours report and qualified overtime report and prepare for payroll entry. Electronically file the student employment certification forms, I’9 forms, and W-4’s and review for accuracy. Understand the tax rules for resident/non-resident aliens. Prepare payroll checks for distribution. Distribute financial information to banking services providers, tax service providers, and account staff according to established deadlines. Scan payroll documents into the document management system. Process off cycle checks for direct deposit returns, and stale dated checks. Reach out to students who have previous paychecks awaiting pickup. Update payroll checklists and manuals. Complete wage verifications. (25%)
3. On a rotating basis, reconcile, balance, and process the monthly payroll. Electronically file monthly PAF’s and W-4’s and review for accuracy. Store electronic payment submissions and process for payroll entry. Prepare payroll checks for distribution. Prepare checks for distribution. Distribute financial information to banking services providers, tax service providers, and account staff according to established deadlines. Obtain monthly mileage reports and fleet activity as well as renewal information for other taxable fringe. Update the monthly taxable fringe worksheet for payroll entry. Update valuation reports for company assigned vehicles. Oversee the monthly leave report process by tracking submissions and ensuring manager approvals. Complete high earners report. Reach out to faculty and staff who have previous paychecks awaiting pickup. Update payroll checklists and manuals. Complete wage, unemployment, and workers compensation verifications. (30%)
4. Serve as acting Payroll Services Coordinator and provide back-up support in their absence. Perform duties such as quarter and year-end tax functions, support for payroll systems, including CyberFriar, Kronos, ADP, Apex, and Ellucian Action Web. Assist in supervising student office workers. Create student work schedules and student job postings in conjunction with the Payroll Services Coordinator. (20%)

MARGINAL DUTIES:

1. Perform all other duties as may be required.

• Associate’s degree in business/accounting from an accredited institution required.
• Three to five years of related experience or an equivalent combination of education and experience.
• Working knowledge of payroll processing and database systems.
• Banner, Kronos, and ADP experience preferred.
• Working knowledge of Microsoft Word, Excel, and Adobe Acrobat.
• Strong time management and accountability skills.
• Strong problem-solving skills.
• Excellent organizational and communication skills.
• Ability to work independently under deadline pressure and to prioritize assignments while managing multiple tasks.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting in a normal seated position for extended periods of time
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
• Communication skills using the spoken word
• Ability to see within normal parameters
• Ability to hear within normal range
• Ability to move about

DISCLAIMER:

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.