Payroll and Accounts Payable Administrator

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Payroll and Accounts Payable Administrator

Category:

Administrators

Department:

Finance Office

Locations:

Worcester, MA

Posted:

Feb 24, 2022

Closes:

Open Until Filled

Type:

Full-time

Position ID:

143253

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About Assumption University:

Assumption University is a comprehensive, Catholic liberal arts institution sponsored by the Augustinians of the Assumption. We awaken in students a sense of wonder, discovery, and purpose, forming graduates known for their intellectual seriousness, thoughtful citizenship, and devotion to the common good. Our curricular and co-curricular programs provide students with an education that shapes their souls, forms them intellectually, and prepares them for meaningful careers. We are a diverse community that welcomes different points of view and embraces all who share our mission. Enlivened by the Catholic affirmation of the harmony of faith and reason and by the pursuit of the truth in the company of friends, an Assumption education transforms the minds and hearts of students. An Equal Opportunity Employer. Assumption favors diversity, ecumenically welcomes all who share its goals, and strongly encourages applicants from underrepresented racial minorities to apply.

Job Description:

BASIC PURPOSE: Processes employee and student payrolls on a biweekly and monthly basis and weekly check runs for bill payments in support of the Mission of the University.

ACCOUNTABILITIES:

1. Utilizing Colleague ERP system prepares and processes bi-weekly employee payroll, bi-weekly student payroll and a monthly employee payroll. Collects time sheets, ensuring they are accurate and approved by a supervisor. Enters data into payroll system, and reviews timesheets and on-line time entry for accuracy before processing;

2. Works with Financial Aid to create and update student employment positions. Enters student employees into Colleague, with benefits and leave plans as needed;

3. Uploads tax information to ADP. Creates and updates tax codes in Colleague as needed;

4. Processes payments to retirement plan administrator and United Way;

5. In conjunction with Human Resources, processes payments for FSA administrator, HRA payments, AFLAC, and others as needed;

6. Updates on-line web addresses in Colleague;

7. Inputs new hire tax withholding, direct deposit, and deductions into Colleague. Prepares year-end and quarter-end tax information and ensures accuracy of W2 tax forms;

8. Interprets and enforces University policies and government regulations affecting earnings and time off;

9. Answers employee questions and solves routine problems regarding the payroll process;

10. Prepares for new fiscal and payroll years by setting up new payroll schedules, tax files and accrual runs;

11. Reviews and processes invoices, payment requests, travel and expense reports received from campus departments for payment. Monitors A/P vendor numbers, adds new vendors and updates vendor addresses as necessary;

12. Monitors campus operating department budget to actual expenses, requesting budget transfers from departments, when needed, to avoid budget overruns;

13. Prepares and mails account payable checks, ACH and wires on a weekly basis;

14. Thoroughly and accurately maintains files and documentation in accordance with University policy and accepted accounting principles. Resolves open issues such as missing approvals, inconsistencies between invoice and documentation, including review of vendor statements;

15. Manages and enforces IRS reporting regulations involving independent contractors, prepares annual 1099/1096 filings;

16. Reconciles and analyzes general ledger accounts;

17. Purchase Card Reconciliation: Upon receipt of statement/bill, verify monthly reports are received from all users. View each transaction to ensure there is back up/receipt and conforms with purchase card policy. Follow up with user(s) if discrepancies are found;

18. Coordinates monthly Procurement card approvals; processes credit card changes on the Master Card system;

19. Assists in month end closings, annual audit, and coordination of the Fixed Asset Program;

20. Utilizes banking software to check status of cashed, uncashed and/or stale dated checks. Places stop payments and reissues checks as necessary;

21. Serves as a Campus Security Authority for Clery reporting purposes and a Responsible Employee for Title IX reporting purposes;

22. Performs other duties as assigned.

Requirements:

* Must be willing to contribute actively to the mission of the University as well as show respect for the Catholic and Assumptionist identity of Assumption.

* Associates degree in related field or 2 years payroll experience required.

* Previous experience using a computerized payroll system.

* Basic understanding of Fair Labor Standards Act as it applies to payroll issues and other government labor and wage and hour law regulations.

* Ability to maintain a high degree of confidentiality required.

* Ability to be bonded.

* Ability to occasionally work additional hours if required by the needs of the department.

* COVID-19 vaccination and booster, required.

Additional Information:

SCOPE:

* Interacts on a daily basis with administration, staff, faculty, students and various vendors outside the University community.

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, standing, walking, and bending are required of this position. Use of a computer keyboard and computer screen for periods of time with close vision and the ability to adjust visual focus plus manual dexterity are required.

MENTAL DEMANDS: The mental demands described 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. Examples of mental demands include reading (documents), detailed work, confidentiality, language, math, reasoning, oral communications, written communications, customer contact, multiple concurrent tasks, constant interruptions, and performing calculations when necessary.

Application Instructions:

Please be sure to submit your cover letter addressing qualifications for this position along with your resume.

Thank you

Company info

Assumption College
Website : http://www.assumption.edu