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Associate Payroll Specialist

Position Summary:

Responsible for the administrative duties of company credit card setup, distribution, and issue resolution.  Ensures compliance with stated University policies and procedure and assists with general office assistant duties (i.e. mail, phones, and customer greetings).  Assist Payroll Specialists with the accurate and timely payroll business expense reimbursement audits and processing for all payment requests received from staff and full-time/associate faculty.   Creates and distributes reporting, analysis, troubleshoots issues, builds adhoc queries for reporting and data requests, and communicates University policies, practices and procedures with department, managers, and internal customers to ensure compliance. Position may evaluate and recommend changes to policies and procedures to streamline processes and enhance automation.

Essential Functions:

  • Answer employee and management questions regarding paychecks and other payroll related matters (emails, walk-ins, and phone calls).
  • Respond to telephone or written inquiries from staff and faculty about reimbursement submissions, credit card payments and coding.
  • Properly assign email inquiries to appropriate Payroll Specialist.
  • Credit card administration, including distribution to cardholders.  Review supporting documentation for legitimacy, accurate coding, appropriate approval, and to ensure that the correct amount is recorded.  Work with cardholder to resolve discrepancies/issues/errors. Follow up with cardholders on delinquent submissions. 
  • Process employee change report on a daily basis and add pay group stamps as appropriate.  Assist Payroll Specialists, as needed, with adding documentation to change report.
  • Help administer eTime program and review eTime data before interface with ADP software for payment.
  • Assists with setup of new hires with access to ADP eTime.
  • Assists with scanning of payroll documents.
  • Process ACA Report on monthly basis.
  • Prepare employment verifications for EDD, other state agencies, and financial institutions, reporting accurate income figures as required by the requesting agency as well as workers’ compensation reporting.
  • Ensure consistent implementation of existing guidelines regarding mileage, per diems, gift cards, and travel.
  • Aid or assist in preparation of other faculty and staff payrolls, as deemed necessary by payroll manager.
  • Perform other duties as assigned.


Education & Experience

  • Associate degree with an emphasis in Accounting, Finance or Human Resources or its equivalent in related work preferred.
  • Two to three (1-3) years of professional experience with emphasis on payroll or accounting/financial/accounts payable related duties, or office management duties preferred.

Technical / Functional Skills

  • Working knowledge of how payroll activity impacts general ledger preferred.
  • Working knowledge of payroll processing required.
  • Some knowledge of mandates and other regulations related to payroll processing and labor law preferred, additional training provided.
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