Payroll Assistant (Temp Rwc)

Position Description

Position Title

Payroll Assistant

Secondary Title

Pay Range

20.00 - 23.00/hr DOE

Classification

Temp Staff

Work Location

Redwood Campus

Overtime Eligible

Non-Exempt

Division

People, Culture, & Safety

Differentials

N/A

Department

Human Resources

Reports To

Director, HR & Payroll Operations

Supervision Received

Works under the general supervision of the Director, HR & Payroll Operations.

Supervisory Responsibility

Supervision is not a responsibility of this position. May help oversee student employees.

Position Summary

Responsible for supporting the Payroll & Benefits Specialist in the processing of payroll and the administration of payroll-related activities. This includes assisting with communications, processing, coordinating payroll functions necessary to prepare and process payroll checks for all College employees, and maintaining accurate payroll records. The role requires professional, prompt, and courteous assistance to visitors and staff and entails working closely with various payroll systems, including ADP. The Payroll Assistant will also support payroll-related financial duties and administrative tasks as needed.

• Processes pay and withholdings for various employee groups, with strict adherence to union contracts, state and federal wage and hour laws, and college policy.

• Maintains ADP Payroll system and employee files. Verifies employee information for accuracy. Uploads payroll information into RCC RogueNet programs.

• Administers ADP Time & Attendance timecard program and ADP iPay systems. Sets-up, trains, and communicates with employees.

• Verifies timecards and maintains pay records and leave balances.

• Communicates confidential and technical information to college staff, student employees, and outside agencies with strict accordance to union contracts, state and federal wage and hour laws, and college policy. Completes correspondence for outside agencies, including Oregon Department of Revenue, IRS, etc.

• Calculates and enters timecards, overtime, vacation payout, workers comp deduction, repayments, garnishments, etc. Processes unpaid leave. Verifies account numbers, hours, and salaries.  Balances payroll processing figures prior to final submission.

• Distributes in a timely manner all monthly paychecks and direct deposit pay stubs to employees once paychecks are received.

• Processes manual checks, including final paychecks, as needed according to established procedures. Calculates employee pay and vacation payout, verifies the information, and prints check accurately. Uses ADP Payroll software to enter pay codes, pay, and account numbers. Tracks and reconciles data, and enters data in Bank Recon program. Obtains managers signatures.

• Approves, returns/declines, and revises employee leave requests using ADP Time Off system according to leave policies. Enters and/or adjusts appropriate leave accruals and leave balances in ADP Payroll.

• Responds to employment department hours worked and wage verification requests. Submit claims forms and information to TALX Corporation.

• Reports, responds to and processes garnishments, child support orders, IRS Tax levies, etc. within deadline of receiving order. Researches, analyzes, and interprets laws, codes, regulations, rules, and policies as they may relate to payroll matters.

• Processes and responds to employment verifications according to established procedures.

• Processes employee wage overpayments and repayments according to established procedures. Gathers and verifies overpayment information, calculates payroll and taxes owed, works with employee for repayment options, and updates/enters information into ADP payroll system.

• Works closely and collaboratively with Accountants in the Business Office to prepare for annual audit, ensure accuracy of payroll, documentation, account numbers, account reconciliations, and any other overlapping functions.

• Pays payroll liabilities and TSAs monthly. Reconciles union dues.

• Scans all information, documents, paperwork, etc. for the payroll department into the Application Xtender program in a timely manner for safe record keeping and archiving.

• Provides backup to the Payroll, Retirement, and Leave Programs Coordinator as needed.

• Performs other duties as assigned.

Institutional Expectations

• Demonstrates our core values of integrity, collaboration, diversity, equity, and inclusion, sustainability, and courage.

• Actively contributes to a culture of respect and inclusivity by collaborating effectively with students, colleagues, and the public from diverse cultural, social, economic, and educational backgrounds.

• Participates in recruitment and retention of students at an individual and institutional level in promotion of student success.

• Embraces and leverages appropriate technology to accomplish job functions.

• Provides high quality, effective service through learning and continuous improvement.

• Associate's degree in in Business or related field.

• Proven experience in payroll and/or related bookkeeping, preferably in an HR context.

• Excellent verbal and written communication skills; data entry and bookkeeping skills.

• Excellent organizational and time management skills.

• Experience with ADP preferred.

Any satisfactory equivalent combination of education and experience that ensures the ability to perform the position's essential functions may substitute for the requirement(s).

Essential Knowledge, Skills, & Abilities (Core Competencies)

• Knowledge

• This position would need to have a fundamental understanding of payroll and accounting principles: how to process payroll, timecards, deductions, manual checks, applying IRS, BOLI and federal wage and hour laws to process payroll. Knowledge of ADP  Workforce Now

• Payroll recommended. Principles, methods, systems, and practices in benefits administration, payroll and human resources policies and procedures; collective bargaining language and process; overpayment procedures; federal and state employment laws and regulations; Affordable Care Act (ACA) regulations, Oregon wage and hour laws; ADP Payroll systems including Workforce Now; Microsoft Office Suite products, including Excel, Word, spreadsheet applications; document imaging; business English, grammar, spelling, and punctuation.

• Skills

• Excellent verbal and written communication skills; data entry and bookkeeping skills; excellent organizational and time management skills; decision making and planning skills; and computer skills.

• Abilities

• Work under pressure and meet monthly deadlines with constant interruptions; adapt to irregular work schedule during benefit enrollment period and other peak times; maintain confidentiality of records and highly sensitive information; learn computer applications specific to the requirements of the position; clarify, explain, and apply rules, regulations and procedures as they relate to payroll, human resources and college policies and procedures; respond promptly to requests from staff and the public; meet deadlines and accomplish assigned tasks within timelines, including maintaining accurate records and files; communicate effectively with tact, patience, and courtesy with the public, fellow workers, students, faculty, and staff; work independently with minimal supervision; plan, organize, and prioritize own work to meet deadlines and accomplish assigned tasks.

Physical Demands

The physical demands listed below represent those that must be met by an incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

Manual dexterity and coordination are required for over half of the daily work period (about 80%) which is spent sitting while operating office equipment such as computers, keyboards, 10-key, telephones, and other standard office equipment.  While performing the duties of this position, the employee is frequently required to stand, walk, reach, bend, kneel, stoop, twist, crouch, climb, balance, see, talk, hear, and manipulate objects. The position requires some mobility including the ability to move materials less than 5 lbs. daily, and 5-25 lbs. occasionally.  This position requires both verbal and written communication abilities.

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing 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 position, the employee is primarily working indoors in an office environment.  The employee is not exposed to hazardous conditions. The noise level in the work environment is usually moderate and lighting is adequate.This is a Part-Time Temp Staff position in the Human Resources department. The average expected number of hours worked a week is 19, but that number can fluctuate due to payroll processing demands/needs. Our payroll frequency is monthly, and payroll processing typically takes place during the last two weeks of the month. Temp staff positions at the College are limited to working only up to 599 hours in a calendar year. This position will remain open until filled.

The pay range for this position is $20.00 - $23.00 per hour, dependent upon related experience, training, and education.

RCC is committed to a culture of civility, respect, and inclusivity. We are an equal-opportunity employer actively seeking to recruit and retain members of historically underrepresented groups and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

CANDIDATES WITH DISABILITIES REQUIRING ACCOMMODATIONS AND/OR ASSISTANCE DURING THE HIRING PROCESS MAY CONTACT HUMAN RESOURCES AT 541-956-7329. ONLY FINALISTS WILL BE INTERVIEWED. ALL APPLICANTS WILL BE NOTIFIED BY EMAIL AFTER FINAL SELECTION IS MADE. INTERVIEW COSTS ARE AT APPLICANT'S EXPENSE. FINAL CANDIDATE WILL BE REQUIRED TO SHOW PROOF OF ELIGIBILITY TO WORK IN THE UNITED STATES. FOR POSITIONS WITH A DEGREE REQUIRED, ONLY DEGREES RECEIVED FROM AN ACCREDITED INSTITUTION WILL BE ACCEPTED; ACCREDITATION MUST BE RECOGNIZED BY THE OFFICE OF DEGREE AUTHORIZATION, US DEPARTMENT OF EDUCATION, AS REQUIRED BY ORS 348.609.

Rogue Community College does not discriminate in any programs, activities, or employment practices on the basis of race, color, religion, ethnicity, use of native language, national origin, sex, sexual orientation, gender identity, marital status, veteran status, disability, age, pregnancy, or any other status protected under applicable federal, state, or local laws. For further policy information and for a full list of regulatory specific contact persons visit the following webpage: www.roguecc.edu/nondiscrimination.