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Disbursements Specialist

Phillips Exeter Academy
New Hampshire, United States
Salary Not Specified
Posted date
Aug 24, 2021

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Position Type
Faculty Positions, Business & Management, Accounting & Finance, Administrative, Business & Administrative Affairs, Financial Affairs, Human Resources Administration
Employment Type
Full Time
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Position Purpose

Supports the finance office by acting as the system administrator of our expense reporting software, reviewing and processing expense reports and assisting with weekly check runs. Assists with bi-weekly and semi-monthly payroll processing. Trains managers on expense reporting and payroll software. Assists with accounts receivable and processing cash receipts.

Key Accountabilities


  • Assist with preparation and processing the bi-weekly and semi-monthly 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
  • Ensure compliance and adherence to company policies relating to processing of wages and paid time off
  • Sort payroll checks and pay advices, sort and prepare for internal distribution or mailing after every payroll process
  • Process final payout calculations for accrued benefits for terminated employees
  • Process annual PPL buyback for employees over the limit at the close of each fiscal year
  • 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 Disbursements 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 when received from payroll company
  • Process any paycheck voids/replacements, including ACH reversals and replacements
  • Set up new tax levies and child support garnishments utilizing current State and IRS regulations.
  • 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 related documents (EAFs, direct deposit requests and changes)

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 & reporting requirements
  • 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 and send payment requests for 1042’s at year end

Accounts Receivable :

  • Process cash receipts, ACH’s, Touchnet transactions, Flywire, Grill & Student Activity sales
  • Scan remote check deposits to bank
  • Prepare cash deposits for security to pick up
  • Review incoming emails from parents and provide assistance to parents on general payment questions. Email parents regarding Non-Sufficient ACH returns, problems with accounts, etc.

Expense Reporting/Accounts Payable:

  • Reviews and reconciles all Academy credit card and reimbursement transactions ensuring proper business use of Academy assets and timely, accurate completion of monthly reports
  • Trains all users on the expense management system and reviews the Academy’s expense reporting policies and procedures with new card holders
  • Responsible for the weekly posting of credit card transactions
  • Monitors card use against internal policy and IRS regulations, analyzing transaction trends and questioning charges as appropriate
  • Performs credit card internal audits, as necessary, based on identified transaction trends and spends
  • Assists in the planning and implementation of technology implementations or upgrades in conjunction with AP or Finance processes
  • Acts as a system admin for designated technology tools used within Finance including expense management software
  • Maintains the highest level of customer service, both internal and external, to foster positive relations with colleagues, donors, parents and students
  • Prepare, verify accuracy and distribute checks to vendors and employees through the weekly check run
  • Managing correspondence by distributing or scanning incoming mail daily
  • Other projects, analysis and duties as assigned

Degree of Independent Action Performed

Incumbent is expected to work with a high level of independence and autonomy, and exercise a high degree of initiative, influence, and judgment in decisions impacting staff and department operations.

Expected to solve problems or address issues that require immediate attention.

Direct/Indirect Reports


Internal & External Contacts

Contact with PEA administrative and academic offices, faculty, coaches, and staff.

Position Requirements


  • Degree in Business, Finance or Accounting preferred


  • 2+ years accounting, accounts payable or payroll experience 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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