Payroll Specialist

Payroll Specialist

SCHEDULE: Full-time, 12 months/year, 40 hours/week. Schedule may vary according to department and Academy needs.

Pay Group

Type

Status

Fiscal Year Weeks

Class

Department

Location

BiWkly - Non- exempt

Regular

Full-Time

Full Year

Staff

Finance

Hybrid

Position Purpose

Supports the Disbursement Manager by assisting with the bi-weekly payroll processing including training managers on payroll time & attendance software and reviewing Human Resources adds/changes processed through the HCM software that affects payroll processing. Supports Disbursement Manager with answering and researching employee questions as it relates to their paychecks in a timely manner.

Job Responsibilities

• Assist with preparation and processing of the bi-weekly and off-cycle payrolls to ensure all employees are paid accurately and timely including reviewing timecards prior to each payroll process.
• Gain a thorough understanding of Phillips Exeter Academy’s pay group structure, applicable earning codes for exempt and non-exempt employees, and shift differential parameters
• Review UKG notifications from HR to validate employee adds/changes are set up correctly on employee record.
• Review address changes that affect state tax withholdings to ensure compliance with outside agencies
• Review and process One Time Payments and Pending Pay stipends and other adjustments after all approvals are
• Ensure compliance and adherence to company policies relating to processing of wages and paid time
• Create and provide mail room payroll check distribution report for every payroll processed.
• Approve funding for 403B contributions after each payroll and off-cycle payroll
• Create and submit RFWs for state and federal taxes, wage garnishments, 403b contributions, HSA and voluntary deductions
• Review and process all Adds/Changes/Deletes for Metlife and Legalshield deductions prior to each payroll
• Create/run/send requested payroll reports to managers, finance, and HR upon request
• Provide service to all employees regarding questions related to their paychecks; research and troubleshoot inquires
• Assist with providing audit requests and reports
• Update and maintain the Defined Contribution Plan spreadsheet for all Vanguard transactions for 403b audits
• Maintain 14/15 year old student workers and review compliance each pay period and work with HR and managers if non-compliance happens
• Assist Disbursement Manager with testing UKG configuration changes or upgrades to ensure accurate testing results prior to changes being implemented in payroll software
• Sort and distribute annual W2s
• Process paycheck voids/replacements, including ACH reversals and replacements
• Understand how to set up new tax levies and child support garnishments following current State and IRS
• Perform process to report unclaimed payroll checks to abandoned property for payroll checks over one year old, send to State.
• Complete verifications of employment upon request
• Responsible for maintaining prior years payroll records in storage and archive reporting and destruction
• Assure confidentiality and security of records and information
• Assist Disbursement Manager to maintain the integrity of payroll systems data
• Other tasks to help support the Finance Department as requested by management
• Performs other duties as assigned.

Knowledge, Skills and Competencies

• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• Strong interpersonal skills with ability to develop and maintain collegial
• Excellent communication (written and verbal)
• Demonstrated ability to work with students by building trust and
• Excellent analytical and problem solving skills as well as a strong customer
• A strict adherence to confidential policies is
• Ability to work independently and handle multiple priorities and deadlines
• Proficient in MS
• Willingness and ability to learn additional applications as
• High degree of organizational skills with the ability to be flexible and multi-task with
• Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations.

Direct/Indirect Reports

None.

Position Requirements

Education

• Degree in Business, Finance or Accounting preferred
• FPC or CPP preferred

Experience

• 5+ years payroll experience required
• Thorough understanding of payroll taxes including calculating paychecks from gross to net
• Experience processing payroll for 500-1000 employees on a regular basis
• Experience with UKG (formerly Ultipro) preferred
• Experience working with adolescents in an educational setting preferred

Additional Requirements

1. Successfully complete a criminal background check (reviewed every 5 years).