Accounts Specialist (Payroll)

Position Title: Accounts Specialist (Payroll)

Department: Finance Office

Advertised Pay: Base is $18.17/hr with potential for a higher rate of commensurate with experience

Campus Location: Washburn University

The screening committee will review all eligible applications submitted by July 9, 2024

Position Summary: The Accounts Specialist provides administrative support and a high level of customer service to their assigned unit and the customers served by the unit. The position is responsible for various complex clerical accounting duties which involve maintaining financial or statistical records, such as opening/closing accounts, posting to ledgers, preparing journal entries and financial reports, payroll processing or performing collection duties.

The Accounts Specialist for Payroll is responsible for the processing of payroll and maintenance of all associated payroll records and files in an accurate, efficient, and effective manner. A high level of internal and external customer service is required. The Payroll Specialist also provides administrative support to the Finance Unit.

Essential Functions:

• Review timesheets to identify those that need approval or appear to be inaccurate and initiate appropriate action to ensure accurate, timely processing of nonexempt, student, and faculty/exempt payrolls.

• Initiate the appropriate computer processes to run payrolls.

• Perform data entry for manual timesheets, supplemental, and incidental pay requests.

• Identify and research pay discrepancies; determine and initiate appropriate corrections and necessary adjustments when errors have occurred.

• Save electronic copies of applicable payroll and deduction registers.

• Validate accuracy and completeness of information of new hire onboarding documents. Update payroll deductions for new hires, transfers, and terminations.

• Review W-4 and K-4 forms for completeness.

• Verify accuracy and completeness of direct deposit requests. Establish or modify direct deposit information in the appropriate systems.

• Process garnishment, child support, tax levy, and/or bankruptcy payments.

• Maintain payroll forms on file for future reference and documentation.

• Study IRS list-serves and publications to stay abreast of tax and reporting changes.

• Stay updated with global payroll regulations, tax laws, treaties, and compliance requirements for each jurisdiction.

• Assist with preparing payroll tax returns, printing, and transmittal of Forms W-2, 1099's, running and reviewing relevant reports, completing forms, etc.

• Benefits Administration support includes but is not limited to:

• Inputting accurate employee deduction and withholding information into the appropriate program. Retain reports as necessary.

• Maintaining files of appropriate employee benefit election forms.

• Reviewing reports for accuracy of employee benefits changes and deductions.

• Preparing payment vouchers to initiate deduction disbursements.

• Recording and tracking retiree records to ensure appropriate administration according to University policy and statutory requirements.

• Creating invoices, statements, maintaining contact information and elections, and collecting payment for retiree health insurance premiums.

• Providing general administrative support to the Finance Unit, which includes:

• Providing appropriate responses (in substance and tone) to the employee and departmental inquiries and those inquiries concerning past and present employment as directed by University policy.

• Resolving routine payroll-related issues and consulting with other staff members across departments as needed.

• Updating and maintenance of electronic files. (direct deposit, onboarding, and current employee addresses).

• Scanning and Indexing Accounts Payable Invoices.

• Participating in cross-training between positions in the Finance office.

• Perform additional job-related duties as assigned or as appropriate.

Required Qualifications:

• High school diploma, GED, or equivalent.

• Two years of experience or a combination of experience in accounts payables, receivables, collections, payroll and/or general accounting/bookkeeping.

• Experience using computer-based accounting or payroll systems.

• Demonstrated effective customer service and communication skills.

• Proficient in using Microsoft Office, especially Excel.

• Experience using computer-based payroll or accounting systems.

• The ability to adapt to a changing environment, manage multiple priorities, and work effectively in a team environment.

Preferred Qualifications:

• Successful completion of two or more college-level accounting courses.

• Experience in preparation and reconciliation of federal and state withholding returns, year-end tax reports, and Forms W-2.

• Experience in higher education collections and/or data analysis and reporting.

• Skilled at using web-based, integrated computer applications such as Ellucian Banner.

• Experience in preparation and reconciliation of federal and state withholding returns, year-end tax reports, and Forms W-2.

• Understanding laws and regulations related to tax withholdings, Fair Labor Standards Act, and employee vs. independent contractor determination.

• Experience in International Tax.

Preferred Licenses, Certifications:

• Notary of all employee requested documents. Keep record for the State of Kansas.

Special Instructions to Applicants:

• Please provide a cover letter and resume with at least two professional references.

Full-time, Mon-Fri

Background Check Required

Washburn is an EOE and is dedicated to providing a student-centered and teaching-focused academic and work environment. We seek candidates who are committed to Washburn's efforts to create a campus climate that fosters the growth and development of a diverse student body, and we encourage applications from members of groups that have been historically underrepresented and/or marginalized in higher education.

Washburn University provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information, veteran status, or marital or parental status.

Washburn University is committed to providing reasonable accommodations to applicants for employment. If you are an applicant who needs a reasonable accommodation to participate in the application or interview process, please email benefits@washburn.edu or call 785-670-1538 at least five (5) business days in advance of the date you need the requested accommodation.