Payroll Specialist

Payroll Specialist

SCHEDULE: Full-time, 12 months/year, 40 hours/week. Schedule may vary according to department and Academy needs.

Pay Group

Type

Status

Fiscal Year Weeks

Class

Department

Location

BiWkly - Non- exempt

Regular

Full-Time

Full Year

Staff

Finance

Hybrid

Position Purpose

Supports the Disbursement Manager by assisting with the bi-weekly payroll processing including training managers on payroll time & attendance software and reviewing Human Resources adds/changes processed through the HCM software that affects payroll processing. Supports Disbursement Manager with answering and researching employee questions as it relates to their paychecks in a timely manner.

Job Responsibilities

Assist with preparation and processing of the bi-weekly and off-cycle payrolls to ensure all employees are paid accurately and timely including reviewing timecards prior to each payroll process.

Gain a thorough understanding of Phillips Exeter Academy’s pay group structure, applicable earning codes for exempt and non-exempt employees, and shift differential parameters

Review UKG notifications from HR to validate employee adds/changes are set up correctly on employee record.

Review address changes that affect state tax withholdings to ensure compliance with outside agencies.

Review and process One Time Payments and Pending Pay stipends and other adjustments after all approvals are received.

Ensure compliance and adherence to company policies relating to processing of wages and paid time off.

Create and provide mail room payroll check distribution report for every payroll processed.

Approve funding for 403B contributions after each payroll and off-cycle payroll

Create and submit RFWs for state and federal taxes, wage garnishments, 403b contributions, HSA and voluntary deductions.

Review and process all Adds/Changes/Deletes for Metlife and Legalshield deductions prior to each payroll.

Create/run/send requested payroll reports to managers, finance, and HR upon request.

Provide service to all employees regarding questions related to their paychecks; research and troubleshoot inquires.

Assist with providing audit requests and reports

Update and maintain the Defined Contribution Plan spreadsheet for all Vanguard transactions for 403b audits

Maintain 14/15 year old student workers and review compliance each pay period and work with HR and managers if non-compliance happens.

Assist Disbursement Manager with testing UKG configuration changes or upgrades to ensure accurate testing results prior to changes being implemented in payroll software

Sort and distribute annual W2s

Process paycheck voids/replacements, including ACH reversals and replacements

Understand how to set up new tax levies and child support garnishments following current State and IRS regulations.

Perform process to report unclaimed payroll checks to abandoned property for payroll checks over one year old, send to State.

Complete verifications of employment upon request

Responsible for maintaining prior years payroll records in storage and archive reporting and destruction

Assure confidentiality and security of records and information

Assist Disbursement Manager to maintain the integrity of payroll systems data

Other tasks to help support the Finance Department as requested by management

Performs other duties as assigned.

Knowledge, Skills and Competencies

Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.

Strong interpersonal skills with ability to develop and maintain collegial relationships.

Excellent communication (written and verbal)

Demonstrated ability to work with students by building trust and credibility

Excellent analytical and problem solving skills as well as a strong customer focus.

A strict adherence to confidential policies is required

Ability to work independently and handle multiple priorities and deadlines simultaniously.

Proficient in MS Office.

Willingness and ability to learn additional applications as needed.

High degree of organizational skills with the ability to be flexible and multi-task with accuracy.

Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations.

Direct/Indirect Reports

None.

Position Requirements

Education

Degree in Business, Finance or Accounting preferred

FPC or CPP preferred

Experience

5+ years payroll experience required

Thorough understanding of payroll taxes including calculating paychecks from gross to net

Experience processing payroll for 500-1000 employees on a regular basis

Experience with UKG (formerly Ultipro) preferred

Experience working with adolescents in an educational setting preferred

Additional Requirements

Successfully complete a criminal background check (reviewed every 5 years).