Job Title: HR Specialist / Payroll
Job Code: 3051
Reports To: Payroll Manager
FSLA: Non-Exempt
Job Summary:
The HR Specialist/Payroll provides human resource services and support with new student and regular employees by processing student and hourly employees’ paychecks by collecting their payroll data and timesheets. This position encompasses a diverse range of responsibilities, including payroll administration, student employment, auditing payroll and recordkeeping, including: verifying employees’ work hours and payment through the payroll system, issuing deductions, earnings and other statements to employees and updating payroll records regularly.
Duties/Responsibilities:
• Overseeing Monthly Payroll Runs by the state deadline.
• Implements, maintains, and reviews payroll processing systems to ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions.
• Resolves payroll discrepancies by collecting and analyzing information, and make sure students do not go over their awarded amount of work study.
• Resolves payroll issues and conflicts.
• Demonstrated ability to work well under pressure and with tight deadlines.
• Sets up new fund & positions for student payroll
• Check payroll warrants list when received.
• Prepares monthly reports for student payroll to send to Financial Aid Director.
• Prepares invoices for TRS & employee benefit deductions.
• Post federal taxes on OST for monthly payment.
• Invoice ECU Foundation on student employees.
• Answer employees' questions in reference to their payrolls and provide pay history printout when requested.
• Send electronic file and Summary of Payroll Report to OMES.
• Prepare quarterly FTE report and send to University President, Board of Regents and Higher ED Chancellor.
• Preparing payroll and tax reports, as well as answering payroll inquiries.
• Plans, manages, and oversees the daily functions, operations, and activities of the payroll for proper payment of wages and salaries, assuring that the in-house payroll system is correctly processing salaries and reported hours worked.
• Monitors control procedures related to the preparation and disbursement of direct deposits of payroll checks.
• Provide support and expertise to department managers and payroll processors, addressing inquiries and resolving issues effectively.
• Oversees and approves all Etrieve forms for regular and student payrolls.
• Manual data entry from all Etrieve employment actions and/or changes.
• Responsible for receiving and collecting confidential and sensitive information.
• Responds to all payroll audit requests.
• Performs a wide variety of payroll preparation and processing, timekeeping and record keeping activities.
• Performs human resources management, personnel, or payroll administration activities involving responsibility for the interpretation and application of rules, laws and policies.
• Performs a wide variety of record keeping and payroll processing activities, including computing wages, verifying overtime payments, calculating and recording payroll deductions and processing transfers and separations.
• Extensive knowledge of the payroll function including preparation, balancing, internal control, and payroll taxes.
• Ensures accurate and timely processing of payroll updates including new hires, terminations, and changes to pay rates.
• Review payroll reports submitted.
• Ensures accurate and complete reconciliation of payroll deductions.
• Ensures accurate and complete International Student Worker documents.
• Employment verifications are filled out and mailed as they are requested.
• Process Everify for new hires.
• Process direct deposits.
• Facilitates audits by providing records and documentation to auditors.
• Assist with New Hire Orientation, as needed.
• Back up to the Employment Specialist.
• Must have a strong work ethic and lead by example.
• Must be a professional, credible and respected representative of the institution internally and in the community
• Demonstrated willingness and ability to act ethically and socially responsible
• Must be able to lift more than 20-lb. objects; frequent bending, stooping, and walking.
• Can be exposed to a variety of weather conditions for periods of time.
• Ability to communicate in a courteous manner
• Other duties as assigned by Employment Services Director or designee.
Omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Required Skills/Abilities:
Experience:
At least five years of progressively responsible in-house payroll accounting management experience is required. Experience producing payrolls with in-house payroll systems is required. Supervisory experience is preferred. Payroll experience with a major employer with at least two-hundred fifty employees is preferred.
Skills:
Knowledge of accounting principles, payroll methods and extensive knowledge of Department of Labor regulations, federal and state tax regulations, and international tax requirements is required. Skill in understanding and using in-house payroll processing systems is required. Proficiency with Excel and/or other spreadsheet and database applications is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Education and Experience:
Education:
An Associate Degree in Business Administration. Accounting, or another related field. Relevant coursework includes computer payroll time reporting and processing, bookkeeping, computer accounting and benefits deduction. An equivalent combination of years of experience and education may be considered for substitution of educational requirements.
Supervisory Responsibilities:
None
Physical Demands:
Prolonged periods sitting at a desk and working on a computer. The physical demands described here are representative of those that must be met by an employee to successfully preform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and use hands to finger, handle, or feel objects, tools, or controls. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and depth perception.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee occasionally works in outside weather conditions. The noise level in the work environment is usually moderate.
TO APPLY:
Applications should consist of (1) a letter of interest; (2) a current resume; (3) a list of three professional references with complete contact information and a notation describing the work relationship with each; (4) unofficial transcripts from all degrees; and, (5) a completed *Disclosure Statement.
Applications should be sent electronically to Employment Services at es@ecok.edu. Application review will begin immediately and continue until the position is filled. For more information about ECU, visit our web site at http://www.ecok.edu.
East Central University, in compliance with all applicable Federal and State laws and regulations, does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, sexual orientation, genetic information, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admission, employment, financial aid, and educational services. The following person has been designated to handle inquiries regarding the non-discrimination policies: Employment Services Director, 1100 E. 14th St., Admin. 160, Ada, OK 74820, (580) 559-5260.