Payroll Specialist

Roger Williams University - Bristol, RI

Full-time

Bristol, RI

Educational Services

About the position

The Payroll Specialist at Roger Williams University is tasked with the critical responsibility of ensuring accurate and timely payroll processing for a diverse group of employees, including exempt and non-exempt staff, executives, and student workers. This role requires a thorough understanding of the University's Time and Attendance Keeping System as well as its Enterprise automated payroll systems. The Payroll Specialist will engage in complex calculations related to faculty special payments, overtime, wage garnishments, retroactive payments, car allowances, and gross-ups of payments. Frequent interaction with customers is expected, necessitating a solid grasp of payroll policies and procedures. Additionally, the Payroll Specialist will assist the Controller in conducting payroll audits to verify the accuracy of data entry and compliance with regulations. In terms of payroll processing, the specialist will perform the complete cycle of Weekly and Bi-weekly payroll, which includes data entry of payroll details into the University's payroll processing system, reconciliation of payroll batches, and generating payroll management reports. The role also involves processing time data entries, ensuring accuracy and completeness for various payroll components such as regular time, overtime, leaves of absence, vacation payouts, retirements, terminations, retroactive payments, and severance payments. Furthermore, the Payroll Specialist will handle employee garnishments and deductions, and distribute manual checks in accordance with University policy. The position also encompasses payroll support and reporting duties, such as printing and distributing pay statements, running departmental payroll reports, and maintaining employee records in compliance with government regulations. The specialist will assist in year-end processing of W2 forms and address employee inquiries regarding W2s. Collaboration with the Controller is essential to ensure that all payroll transactions are accurately recorded in the general ledger. The Payroll Specialist will also monitor the time and attendance system for FMLA and other leaves of absence, maintain employee payroll records, and operate as a super user for the University's timekeeping system. Familiarity with federal and state payroll legislation, including union contracts and University policies, is crucial for success in this role. Additionally, the Payroll Specialist will attend necessary meetings related to payroll and update standard operating procedure manuals as required.

Responsibilities

• Perform accurate and timely processing of the Weekly/Bi-weekly Payroll to completion.
• Data entry of payroll detail into the University's Enterprise payroll processing system.
• Reconciliation of payroll batches and payroll management report requests.
• Process all time data entry and review for accuracy and completeness.
• Process employee garnishments, deductions, and distribute manual checks as per University policy.
• Prepare and submit all federal and state payroll tax reports in the absence of the Lead Payroll Specialist.
• Print and distribute pay statements and/or checks, run payroll departmental reports, and maintain employee records as per government regulations.
• Assist in the year-end processing of W2's and re-issues as requested.
• Monitor and address employee inquiries regarding W2's.
• Work with the Controller to ensure all payroll transactions are properly recorded in the general ledger.
• Assist in compliance of the University timekeeping system by ensuring all time is approved and signed off accordingly.
• Assist with the University's timekeeping system patch testing and Cognos reports.
• Collect payroll data for the yearly worker's compensation payroll audit.
• Monitor time and attendance system for all FMLA and other leaves of absence.
• Maintain employee payroll records (i.e. direct deposits, tax setup).
• Operate as super user for the University's timekeeping system.
• Ensure familiarity and compliance with Federal & State payroll legislation.

Requirements

• Associate degree in business, human resources or associated field, or equivalent work experience.
• Knowledge of relevant government regulations.
• 1-3 years in a full-cycle payroll processing role.
• Advanced knowledge and experience in MS Office, especially Excel.
• Experience with salaried, hourly, union and non-union payrolls.
• Ability to manage several complex projects simultaneously under pressure to meet deadlines.
• Strong skills in organization, time and project management, verbal and written communications.

Nice-to-haves

• Certified Payroll Professional Certification.
• Experience using ADP timekeeping and payroll systems.