Accounts Specialist (Payroll)

$37,794 - $37,794/Yr

Washburn Institute Of Technology - Topeka, KS

Full-time - Entry Level

Topeka, KS

Educational Services

About the position

The Accounts Specialist (Payroll) at Washburn University plays a crucial role in providing administrative support and delivering exceptional customer service to the Finance Office. This position is responsible for a variety of complex clerical accounting duties, which include maintaining financial and statistical records, processing payroll, and performing collection duties. The Accounts Specialist ensures that payroll records and files are maintained accurately and efficiently, requiring a high level of attention to detail and customer service skills. In this role, the Accounts Specialist will review timesheets for accuracy, initiate payroll processes, and perform data entry for various payroll-related documents. They will also be responsible for identifying and correcting pay discrepancies, maintaining payroll forms, and staying updated with IRS regulations and global payroll compliance requirements. Additionally, the specialist will assist in preparing payroll tax returns and managing employee benefits administration, ensuring that all deductions and changes are accurately recorded and processed. The position also involves providing general administrative support to the Finance Unit, responding to inquiries, resolving payroll-related issues, and maintaining electronic files. The Accounts Specialist will participate in cross-training within the Finance Office and perform additional job-related duties as assigned, contributing to the overall efficiency and effectiveness of the department.

Responsibilities

• Review timesheets to identify those that need approval or appear to be inaccurate and initiate appropriate action to ensure accurate, timely processing of nonexempt, student, and faculty/exempt payrolls.
• Initiate the appropriate computer processes to run payrolls.
• Perform data entry for manual timesheets, supplemental, and incidental pay requests.
• Identify and research pay discrepancies; determine and initiate appropriate corrections and necessary adjustments when errors have occurred.
• Save electronic copies of applicable payroll and deduction registers.
• Validate accuracy and completeness of information of new hire onboarding documents. Update payroll deductions for new hires, transfers, and terminations.
• Review W-4 and K-4 forms for completeness.
• Verify accuracy and completeness of direct deposit requests. Establish or modify direct deposit information in the appropriate systems.
• Process garnishment, child support, tax levy, and/or bankruptcy payments.
• Maintain payroll forms on file for future reference and documentation.
• Study IRS list-serves and publications to stay abreast of tax and reporting changes.
• Stay updated with global payroll regulations, tax laws, treaties, and compliance requirements for each jurisdiction.
• Assist with preparing payroll tax returns, printing, and transmittal of Forms W-2, 1099's, running and reviewing relevant reports, completing forms, etc.
• Input accurate employee deduction and withholding information into the appropriate program. Retain reports as necessary.
• Maintain files of appropriate employee benefit election forms.
• Review reports for accuracy of employee benefits changes and deductions.
• Prepare payment vouchers to initiate deduction disbursements.
• Record and track retiree records to ensure appropriate administration according to University policy and statutory requirements.
• Create invoices, statements, maintaining contact information and elections, and collecting payment for retiree health insurance premiums.
• Provide appropriate responses (in substance and tone) to the employee and departmental inquiries and those inquiries concerning past and present employment as directed by University policy.
• Resolve routine payroll-related issues and consult with other staff members across departments as needed.
• Update and maintain electronic files. (direct deposit, onboarding, and current employee addresses).
• Scan and Index Accounts Payable Invoices.
• Participate in cross-training between positions in the Finance office.
• Perform additional job-related duties as assigned or as appropriate.

Requirements

• High school diploma, GED, or equivalent.
• Two years of experience or a combination of experience in accounts payables, receivables, collections, payroll and/or general accounting/bookkeeping.
• Experience using computer-based accounting or payroll systems.
• Demonstrated effective customer service and communication skills.
• Proficient in using Microsoft Office, especially Excel.
• Experience using computer-based payroll or accounting systems.
• The ability to adapt to a changing environment, manage multiple priorities, and work effectively in a team environment.

Nice-to-haves

• Successful completion of two or more college-level accounting courses.
• Experience in preparation and reconciliation of federal and state withholding returns, year-end tax reports, and Forms W-2.
• Experience in higher education collections and/or data analysis and reporting.
• Skilled at using web-based, integrated computer applications such as Ellucian Banner.
• Understanding laws and regulations related to tax withholdings, Fair Labor Standards Act, and employee vs. independent contractor determination.
• Experience in International Tax.

Benefits

• Base pay of $18.17/hr with potential for a higher rate commensurate with experience.
• Full-time position with a Monday to Friday schedule.
• Background check required.