Manager, Payroll and Accountant

Position Title: Manager, Payroll and Accountant

Department: Finance Office

Advertised Pay: 60,000.00-63,000.00

Location: Washburn University

Screening committee will review all applications submitted by November 12, 2022

Position Summary: The Manager, Payroll and Accountant is responsible for managing the payroll department, operations, and staff. In addition, the Manager will execute payroll reporting and general accounting duties.

Essential Functions:
Supervises, supports and develops assigned staff to maximize employee performance and facilitate professional growth. Recruits, hires, trains, schedules and evaluates the performance and effectiveness of staff. Provides feedback and professional development opportunities.

As the team leader and motivator, the Manager is responsible for maintaining a healthy, fair, and inclusive work environment by promoting diversity, exercising teamwork, and collaboration. Will actively promote a professional workplace culture of mutual respect and collegiality for all members of the institution and will work to build positive and cooperative relationships with staff, encouraging them to work toward individual and departmental goals.

Responsible for managing payroll processes and taxation, including reporting to employees and filings with government entities. Works collaboratively with respective areas to provide payroll information as it affects the budget and accounting. Responsible for managing accounting implications of each payroll step of the ERP (Banner) processes. In charge of final processes to assure payroll banking and tax deposits for biweekly and monthly employee payments. Manages and guides assigned staff to assure payroll accuracy. Advises assigned staff of accounting implications and payroll modifications to assure consistency of accounting information. Identifies problem areas and implements solutions for complex payroll issues. Responsible for providing solutions to employee payroll-related tax issues for financial periodic reporting and budgeting of employee payroll.

(General and grant-related accounting functions will be distributed among department accountants to ensure adequate coverage and backup support is available as needed. In addition, cross-training will be provided.)

The Manager, Payroll and Accountant will perform some or all of the following duties as requested at certain times,

Collaborate with and advise principal investigators and other faculty and staff on sponsored project budget implementation and compliance to minimize or eliminate noncompliance with the project and contract financial requirements.

Review contracts, payment vouchers, and purchase requisitions relating to sponsored projects and contracts to ensure requests comply with applicable requirements. Review all grant transactions posted to Banner each month. Request funds on a timely basis to minimize the time between expenditures and reimbursements.

Prepare journal vouchers and request payroll reallocations to transfer matching funds and/or expenses to/from the sponsored project and contract funds as necessary. Compile information and prepare all post-award financial reports required by sponsors or requested by the University administration.

Communicate with sponsoring agencies regarding financial aspects of ongoing sponsored project and contract activities and project/contract close-out to ensure a timely and accurate close-out with the sponsoring agency.

Work with University departments to obtain applicable amounts relative to federal financial aid programs, prepare and submit the Schedule of Expenditures of Federal Awards for the University’s annual audit as required by OMB Circular A-133. In addition, respond to audit requests relating to non-financial aid federal programs.

Reconciles operating and payroll bank accounts every month, investigating and correcting discrepancies as required to ensure accuracy of accounts and awareness of all account balances. Reviews outstanding checklists to identify uncashed checks; communicate with payees to identify and resolve issues of outstanding checks. Remove lost checks from positive pay file and request issuance of replacement checks per University policies. Remits annual unclaimed property (uncashed checks) to state following applicable laws.

Requests CD rate proposals each quarter from local banks and transfers funds between banks as necessary to maximize return on temporary investments.

Works with Facilities Services to ensure that capital and equipment project expenditures are appropriately accounted for. Directs as to which accounts should be used for various project expenditures. Assists with establishing fund and organization codes as needed to allow electronic tracking and processing of all account records.

Reviews all purchase requisitions, payment vouchers, and journal entries relating to capital and equipment projects to verify accuracy, appropriateness, and approval at department levels; approves all transactions as appropriate to facilitate or initiate payment processing according to University procedures. Tracks, monitors, and reports on spending for annual capital and equipment projects to keep administrators apprised of financial issues relative to ongoing projects.

Reviews and analyzes records of capital asset purchases to ensure and verify the appropriateness of and proper accounting for such purchases. Creates and maintains records of assets to be capitalized to facilitate tracking and other processing of capital assets. Runs depreciation process at year-end to facilitate assessment and reporting of the University’s financial status.

Records, compiles, and organizes capital asset work papers in preparation for the annual external audit. Reconciles various clearing and receivable accounts monthly to ensure accuracy of all accounts.

Performs end-of-day cashiering processes to record cashiering and accounts receivable transactions in the accounting records. Interfaces account receivable transactions.

Settles credit card batches and creates ACH files for accounts receivable transactions in the commerce automation system “TouchNet.” Uploads ACH files to the bank before the daily processing deadline.

Serves as an accounting resource to other staff as needed to assist with and facilitate timely, accurate completion of financial or accounting processes compliant with University requirements and government regulations.

Performs additional job-related duties as assigned or as appropriate.

Required Qualifications:
Bachelor's degree in accounting, business, finance, or a closely related field.
Two years of experience in accounting/payroll.
Proficiency in Microsoft Office, especially Excel.
Effective communication skills
Ability to adapt to change and work well in a team environment.
Ability to meet University, Federal and State deadlines for reports or taxes.

Preferred Qualifications:
Supervisory experience.
Experience with University accounting or grants.
Experience using a large integrated ERP system such as Banner or People Soft.
Three years or more of accounting/payroll experience.
Familiarity with GASB accounting and reporting rules (especially for colleges/universities)

Exempt, Mon-Fri, 8am-5pm
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.