Administrative Services and Payroll Assistant

Job Description

Title: Administrative Services and Payroll Assistant

Department: Human Resources/ Payroll

Management Confidential

Full Time

35 hrs/week, 12 months/year

Salary: $41,200 annually

General Statement:

The Administrative Services and Payroll Assistant reports to the Vice President for Administrative Services and the Human Resources and Payroll Specialist, and is responsible for the administrative support for the office of the Vice President for Administrative Services and of day-to-day payroll operations for the College.

Examples of Work Performed:

Provides administrative support services to the Office of the Vice President for Administrative Services and the Office of the General Counsel.

Assists in the drafting, editing, and review of documents, including contracts, FOIL requests, resolutions, grant documents, and requests for proposals.

Performs payroll data entry and personnel file maintenance.

Processes bi-weekly payroll data.

Maintains employee accrual records and related reconciliations.

Processes payroll deductions.

Compiles and maintains payroll data including hours worked, garnishments, accrued time, benefit deductions, and adjunct payment spreadsheets and reviews the information for completeness and accuracy.

Contacts various department supervisors for any missed deadlines.

Performs customer service functions by answering basic employee requests and questions concerning interpretation of Human Resources and Payroll policies and procedures.

Performs a wide range of duties relative to the maintenance and processing of personnel records, retirement reports, payroll data requests and various other payroll reports.

Assists with quarterly payroll tax reporting and annual W2 reporting.

Makes photocopies; mails, orders department supplies, scans and emails documents; and performs other clerical functions.

Helps maintain College organization charts and the employee directory.

Performs other related duties as required and assigned.

Minimum Qualifications:

High School diploma and two (2) years administrative support experience. Strong computer skills, including Excel, database/spreadsheet knowledge; ability to work independently and with all levels of staff and faculty; detail oriented with excellent interpersonal skills, and the ability to strictly maintain confidentiality of information.

And

A commitment to SUNY Ulster's Diversity, Equity, and Inclusion Mission, Goals and Objectives of providing quality programs and services for a culturally, socio-economically, ethnically, and academically diverse community; qualities to work effectively and with sensitivity in a multicultural environment; awareness of and commitment to the needs of nontraditional and/or re-entry students and individuals with diverse abilities and interests.

Preferred Qualifications:

Associate’s degree in accounting or business-related field. Minimum of one year of Human Resources or Payroll experience. SHRM or HRCI professional certification.

Additional Information:

SUNY Ulster offers a competitive benefits package including medical, dental, and vision, life insurance, NYS or SUNY TIAA Retirement Plan, SUNY Perks, tuition waivers, including dependent waivers, and tuition assistance.

In addition, Management Confidential employees receive, on an annual basis: 24 vacation days, 12 sick days, 6 personal days, and 15 holidays including 4 floating holidays. In addition, the College is closed on the day prior to Thanksgiving, and between December 26 - January, 1, known as the Holiday Curtailment.

Application Process:

The position is open until filled. However, to ensure consideration, application materials should be received by 4:00 pm on January 1, 2024 to be given priority consideration. SUNY Ulster reserves the right to close, continue, cancel, postpone or restart the recruitment at any time.

Applicants must submit the following materials to be considered for the position:

Cover Letter/ letter of interest

Resume

Contact information for three references

Please submit only materials requested. All documents included in your application file become the property of the College. Applicants who fail to submit all required materials will not be considered.

We invite you to be part of a dedicated community of learners in an academic department that puts students first. Please go to for additional campus community information.

SUNY Ulster is an Affirmative Action/Equal Opportunity Employer. The college encourages applications from all qualified applicants. This position is contingent upon adequate funding. Offer and assignment of employment is subject to verification of all information provided on the employment application, credentials, transcripts, fingerprint check, verification of the right to work in the United States and all other required pre-employment conditions are met.

Applicants who are protected under the Americans with Disabilities Act and who, due to a disability, require accommodations for completing the application process, testing (if required for the position), or the interview, should notify the Human Resources Office 10 working days before the accommodation is required.

Neither the smoking of tobacco (nor other substances) nor the use of electronic vaporizers is permitted on the campus grounds.

SUNY Ulster does not reimburse applicants for travel, lodging or any other costs incurred by applicant to attend interviews. All interviewing costs incurred will be the responsibility of the applicant. Meeting the minimum qualifications does not guarantee an interview. Internal applicants are not guaranteed an interview.

Conditions of Employment

Offers of employment are contingent upon Board of Trustee ratification. Employment with SUNY Ulster is not complete or official until applicants meet all pre-employment requirements, and the Board of Trustees has approved. All new employees are required to submit proof of eligibility to work in the United States. Employees must submit fingerprints for the New York Department of Justice clearance. All positions are contingent upon adequate funding.

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