HR Payroll Specialist

General Statement of Job

The Human Resources Payroll Specialist performs a wide range of duties related to the maintenance and processing of payroll records and reports. Interacts with and provides information to employees, students, department heads and public and private agencies. Provides clerical and operational support to the payroll function and the entire HR department. Keeps records and serves as a back up to the Payroll Manager.

Specific Duties and Responsibilities

Essential Duties:

Responsible for processing time records and payment of all hourly employees. Includes, collection of records, check for accuracy and appropriate authorization, and process payroll to completion for all non-exempt employees. Ensure all data is properly entered in Banner: review documents; ensure appropriate wage information; handling tax withholding forms to send to State of Missouri; other payroll processes.

Responsible for processing time records and payment of all hourly student employees. Includes, collection of records, check for accuracy and appropriate authorization, and process payroll to completion for all student employees. Ensure all data is properly entered in Banner; review documents; ensure appropriate wage information; handling tax withholding forms to send to State of Missouri; other payroll processes.

Assist with set-up, maintenance, and modification of approvers in web-time entry.

Sends campus announcements when needed for changes to payroll dates and deadlines.

Prepares manual payments in Instances where special payment is required; Involuntary termination, ACH bank returns for closed accounts or for any other circumstances where payment is necessary.

Communicate with various department supervisors and employees regarding late or no timesheet submission. Run reports as needed in support of the payroll process.

Assists with payroll adjustments (such as insurance premiums, paid leave, FMLA).

Compile payroll data such as garnishments, vacation time, insurances and 403(b) deductions.

Assist campus personnel and student employees with various questions including hours paid, hour reporting processes and accruals.

Prepares and submits Federal and State taxes.

Annual development and update of payroll calendars in appropriate systems for Web-time-entry.

Research international tax treaties, assists international student employees with form 8233, sets up tracking system for require updates, completes year-end form 1042-S for international student employees and organizes distribution to employees.

Assists with the organization and distribution of annual W-2’s and 1095C’s.

Manages the annual billing or retiree life Insurance premiums; prepares bank deposits and applicable journal entries; updates files and mailing list.

Performs various payments and corresponding journal entries, account reconciliations, and provides General Ledger support for reconciliation of accounts associated with payroll deductions, i.e. Life Insurance, Child Supports, Uniforms, etc.

Coordinates with the State of Missouri Central Accident Reporting Office (CARO) on all workers compensation reports of injury, monitors claims and provides necessary resources to injured employees and supervisors including coordination with FMLA, payroll and return to work programs for light duty assignments. Communicates to campus updates to any State of Missouri work comp processes.

Annually update tax forms for all employees claiming “exempt from taxes” status and obtain current documents.

Assist Student Employment coordinator with reconciliation of work-study grant expenditures: per pay period and fiscal year-end.

Review student employees who are employed but not enrolled during summer sessions for FICA exempt status.

Updates system after open enrollment including make rate changes, contribution elections, benefit changes.

Cross train for complete payroll process in absence of Payroll Manager.

Assist in monitoring reports to ensure ACA guidelines are being met regarding hours worked. May include monitoring hours worked for MOSERS eligibility on part-time employees.

Responds to Division of Employment Security (unemployment) request and correspondence.

Assist in the electronic file maintenance process by scanning applicable payroll and HR documents.

Serve as the backup for the HR Coordinator & Purchasing Specialist.

Assist in general Human Resource related tasks and support as needed.

Other duties as assigned.

Education, Experience, and Licenses

High School diploma or GED required.

One-year certificate in secretarial/office management from accredited college or technical school; or one to two years related experience and/or training preferred.

Payroll and / or Bookkeeping skills and experience preferred.

Knowledge, Skills, and Abilities

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group situations to students, faculty, staff and members of the public.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.
• Ability to define problems, collect data, establish facts and draw valid conclusions.
• Ability to present facts to faculty for departmental response.
• Ability to deal with a variety of information presented in oral or written formats.
• Ability to deal with non-verbal behavior in assisting with problem resolution.
• Ability to effectively communicate orally (in person and by telephone) and in writing.
• Ability to effectively operate a computer.
• Must have some knowledge and experience with Microsoft Word.
• Require advanced experience with Microsoft Excel and skills with developing spreadsheets, databases and formulas; ability to use (or quickly learn) the Employee Data and other software systems.
• Ability to multi-task yet maintain close attention to detail and timeliness of work production.
• Ability to maintain the highest level of confidentiality.
• Ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, and members of the public), including disgruntled individuals.

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or use a computer keyboard and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.