Payroll and Office Assistant (Part Time)

New Hampshire, United States
Salary Not Specified
Jul 12, 2021
Employment Type
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


  • 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


  • Degree in Business, Finance or Accounting preferred


  • 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.

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