Assistant Payroll Services Coordinator

Providence College; Rhode Island; On-site; USD 65,000 - 90,000; Full time

Job summary

Providence College is seeking a Payroll Services Coordinator to manage biweekly, student, and monthly payrolls in accordance with federal and state regulations and college policies. This role acts as Payroll Services Coordinator in their absence and supports payroll systems such as CyberFriar, Kronos, ADP, Apex, and Ellucian Action Web.

Qualifications include an Associate’s degree in business/accounting and 3–5 years of related experience, with strong skills in Word, Excel, and Adobe Acrobat.

Qualifications

• Associate’s degree in business/accounting required.
• Three to five years of related experience.
• Working knowledge of payroll processing and database systems.
• Banner, Kronos, and ADP experience preferred.
• Working knowledge of Word, Excel, and Adobe Acrobat.
• Strong time management and accountability skills.
• Excellent organizational and communication skills.
• Ability to work independently under deadline pressure and to prioritize tasks.

Responsibilities

• Reconcile, balance, and process biweekly payroll on a rotating basis.
• Oversee time entry for staff and supervisors; review Kronos timesheets.
• Process student payroll; review reports and corrections.
• Handle monthly payroll duties and related tax filings.
• Serve as acting Payroll Services Coordinator and support payroll systems.

Skills

Attention to detail

Time management

Organizational skills

Communication skills

Problem solving

Education

Associate’s degree in business or accounting

Tools

Banner

Kronos

ADP

Microsoft Word

Microsoft Excel

Adobe Acrobat

Job description

Founded in 1917, Providence College (PC) is a premier Catholicliberal arts institution steadfastly committed to academicexcellence through a dynamic core curriculum, a distinctiveDevelopment of Western Civilization Program, and abundantexperiential learning opportunities. The only U.S. higher educationinstitution administered by the Dominican Friars, PC is committedto providing a variety of opportunities for intellectual, social,moral, and spiritual growth in a supportive environment. ProvidenceCollege believes that cultural and intellectual pluralism isessential to the excellence of its academic programs, and strivesto foster an academic culture and campus community reflecting theglobal environment in which we live and work.

The approximately 105-acre campus is situated in Rhode Island’scapital city and is close to the many cultural and educationalofferings of Rhode Island’s “renaissance city.” Additionally,Providence is located an hour from Boston and just a few hours fromNew York City.

For years, Providence College has been recognized in the U.S.News & World Report “Regional Universities – NorthCategory” and has been commended by several other rankingpublications.

Overview

In conjunction with other members of the payroll team, perform andmanage all payroll duties in an accurate and timely fashion and inaccordance with both federal and state regulations and thecollege’s policies and procedures. Serve as acting Payroll ServicesCoordinator in their absence.

Duties and Responsibilities

1. On a rotating basis, reconcile, balance, and process thebiweekly payroll. Oversee the web-based, time entry process forstaff and their supervisors. Review Kronos timesheets for unionworkers, ensuring adherence with contract specifications. Downloadover 35/overtime report and the qualified overtime report andprepare for payroll entry. Electronically file biweekly electronicPAF’s and W-4’s and review for accuracy. Understand the tax rulesor resident/non-resident aliens. Prepare checks for distribution.Distribute financial information to banking services providers, taxservice providers, and account staff according to establisheddeadlines. Scan payroll documents into the document managementsystem. Process off cycle checks for direct deposit returns, staledated checks and Human Resource directed payments. Update payrollchecklists and manuals. Complete wage, unemployment, and workerscompensation verifications. (25%)
2. On a rotating basis, reconcile, balance, and process thestudent payroll. Oversee the web-based, time entry process forstudents and their supervisors. Review overlapping hours report,meal break report, hours worked over eight report and reach out tostudent/supervisor to make necessary corrections. Download over20/40 hours report and qualified overtime report and prepare forpayroll entry. Electronically file the student employmentcertification forms, I’9 forms, and W-4’s and review for accuracy.Understand the tax rules for resident/non-resident aliens. Preparepayroll checks for distribution. Distribute financial informationto banking services providers, tax service providers, and accountstaff according to established deadlines. Scan payroll documentsinto the document management system. Process off cycle checks fordirect deposit returns, and stale dated checks. Reach out tostudents who have previous paychecks awaiting pickup. Updatepayroll checklists and manuals. Complete wage verifications.(25%)
3. On a rotating basis, reconcile, balance, and process themonthly payroll. Electronically file monthly PAF’s and W-4’s andreview for accuracy. Store electronic payment submissions andprocess for payroll entry. Prepare payroll checks for distribution.Prepare checks for distribution. Distribute financial informationto banking services providers, tax service providers, and accountstaff according to established deadlines. Obtain monthly mileagereports and fleet activity as well as renewal information for othertaxable fringe. Update the monthly taxable fringe worksheet forpayroll entry. Update valuation reports for company assignedvehicles. Oversee the monthly leave report process by trackingsubmissions and ensuring manager approvals. Complete high earnersreport. Reach out to faculty and staff who have previous paychecksawaiting pickup. Update payroll checklists and manuals. Completewage, unemployment, and workers compensation verifications.(30%)
4. Serve as acting Payroll Services Coordinator and provideback-up support in their absence. Perform duties such as quarterand year-end tax functions, support for payroll systems, includingCyberFriar, Kronos, ADP, Apex, and Ellucian Action Web. Assist insupervising student office workers. Create student work schedulesand student job postings in conjunction with the Payroll ServicesCoordinator. (20%)

MARGINAL DUTIES:

1. Perform all other duties as may be required.

Education and Experience

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

PHYSICAL DEMANDS:

• Sitting in a normal seated position for extended periods oftime
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingersrather than with whole hand(s) or arm(s), for example, using akeyboard
• 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 generalnature and level of work expected of the incumbent. It is notdesigned to cover or contain a comprehensive listing of activities,duties, or responsibilities required of the incumbent. Incumbentmay be asked to perform other duties as required.