Payroll and Office Assistant (Part Time)

Position Purpose

Supports the finance office by assisting with bi-weekly and semi-monthly payroll processing, training managers on payroll software, testing software changes, maintaining software and records for non-resident aliens and treaty-exempt individuals. Assists with accounts receivable and processing cash receipts.

Key Accountabilities

Payroll

• Assist Payroll Manager to maintain the integrity of payroll systems data
• Assist with preparation and processing the bi-weekly, semi-monthly and off-cycle payrolls to ensure all employees are paid correctly and in a timely manner including reviewing time cards
• Collect and enter tax forms to insure compliance with outside agencies
• Review and record stipends and other adjustments after all approvals are received
• Ensure compliance and adherence to company policies relating to processing of wages and paid time off

• Sort payroll checks and prepare for internal distribution or mailing

• Submit electronically funding for 403B contributions, and HSA
• Create and submit RFPs for state and federal taxes, wage garnishments, 403b contributions, HSA and voluntary deductions
• Create/run/send requested payroll reports to managers, finance, and HR as needed
• Provide service to all employees regarding questions related to their paychecks; research and troubleshoot inquires

• Assist Payroll Manager with building new pay rules, testing changes being made and validate accurate testing results prior to changes being implemented in payroll software
• Sort and distribute annual W2s
• Process any paycheck voids/replacements, including ACH reversals and replacements

• Set up new tax levies and child support garnishments following current State and IRS regulations.
• Responsible for maintaining prior years payroll records in storage and archive reporting and destruction
• 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
• Assure confidentiality and security of records and information
• Scan/File employee payroll documents

Non-Resident Aliens

• Work with foreign citizens both employees and contractors receiving “Income” from PEA. Scholarship recipients (regular & SS), Assembly speakers, Conference Leaders, Employees, Annuitants

• Obtain proper forms, passport information, VISA & travel dates
• Review foreign citizens to determine taxability & reportability

• Ensure and verify proper authorization for all non-residents and treaty-exempt employees, students and vendors
• Send treaty exempt Form 8233 to IRS
• Prepare/create/reconcile/send payment requests for 1042’s at year end

Accounts Receivable

• Process cash receipts, ACH’s, Touchnet transactions, Flywire, convenience store and Student Activity sales, twice daily
• Reconciling cash receipts, print reports
• Scan check deposit to Citizens Bank
• Cash deposit written up and put away for security to pick up
• Review billing emails from parents
• Email parents regarding Non-Sufficient ACH returns, problems with accounts, etc.

Office Administration

• Administrative support for Finance department
• Managing correspondence by distributing or scanning incoming mail daily
• Preparing and editing letters, reports and memos
• Arranging meetings by scheduling appropriate meeting times and booking rooms or video appointments

Position Requirements

Education

• Degree in Business, Finance or Accounting preferred

Experience

• 2+ years’ accounting and payroll experience.
• Experience with UKG (formerly Ultipro) preferred
• Experience working with adolescents in an educational setting preferred.

Skills & Knowledge

• 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 relationships.
• Excellent communication (written and verbal) skills.
• Demonstrated ability to work with students by building trust and credibility.
• Excellent analytical and problem solving skills as well as a strong customer focus.
• A strict adherence to confidential policies is required.
• Ability to work independently and handle multiple priorities and deadlines simultaneously.

• Proficient in MS Office.

• Willingness and ability to learn additional applications as needed.
• High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
• Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations.