ABOUT THE POSITION:
The Payroll Practitioner works under the direction of the Payroll Manager, performing all payroll functions for seven separate entities of The Claremont Colleges consortium. This role serves as a resource for constituents in matters related to employee payments and ensures a high caliber of customer service in a professional manner. This position:
Provides front line response and consultation to associates and leadership.
Processes payroll for multitude employees. This requires detailed knowledge of policies and understanding of California wage and hour laws
Performs a variety of routine and non-routine payroll functions including aspects of processing, reviewing, analyzing, and performing payroll functions with full accountability.
Completes payroll cycles with adherence to established standards for accuracy and timeliness.
Provides exceptional service to internal and external customers.
Maintains the confidentiality of all Payroll and HR data.
ESSENTIAL FUNCTIONS
Process regular payroll runs, balancing the timekeeping system integration with Workday inbound file.
Review errors that are identified from the system and notify corresponding entities.
Validate input, make any necessary adjustments, submit, and calculate payroll.
Review the pre-check report, auditing for negative and zero wages, and ensuring terminated employees are not included.
Create interface files and upload sick accruals, FICA, benefits, and comp adjustments into Workday.
Print off-cycle checks as requested in addition to all entity’s payroll checks and advices.
Sort checks in accordance with each college’s desires for distribution.
Process daily payroll runs for special pay authorizations requests.
Audit and attach proper documents for SOC compliance audits.
Process wage garnishments and tax levy.
Reconcile garnishments on pay-period basis.
Receive payment elections changes for all employees and auditing for accuracy and following up on suspicious requests as necessary to maintain security.
Run reports on non-resident alien documentation, following-up with the appropriate Human Resources contact to ensure all required taxes are withheld for the employees.
Perform missing SSN and state reconciliation to ensure the proper state taxes are being withheld according to guidelines.
Review payroll run to ensure all cost centers are posting to their corresponding sections and notifies finances of any discrepancies found.
Sign-off on timecards, exporting final hours for payroll processing.
Monitor the time import process and cycle closing.
Report any Journal entry errors to corresponding parties across the organization, following-up when necessary to maintain payroll reporting accuracy.
Resolve payroll bank account reconciliation discrepancies.
Prepare and balance pay period tax reconciliation (tax ad hocs).
Coordinate and process Unclaimed Property requests (escheatment).
Prepare work papers and schedules for the annual financial audit.
Other Functions:
Daily - NOC notification from financial institution (Wells Fargo) deactivate the invalid accounts from employee file.
Weekly – Create direct deposit pre-note integration file.
Monthly – Perform internal billing.
Update payroll internal processing forms. Create Workday SOPs (Standard Operating Procedures)
QUALIFICATIONS
The following qualifications are required to perform the essential functions of this position, or the individual must be able to demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other qualifications not listed below.
Education: An associate degree with a focus on accounting or another related field, or an equivalent in a combination of education, training, and additional experience beyond the minimum required. Fundamental Payroll Certification (FPC) is desirable.
Experience: At least one (one) year of experience in the payroll field. Experience in accounting or payroll at a non-profit or higher education organization is preferrable.
Knowledge, Skills, and Abilities:
Proficiency in Microsoft Office products, with proven strong skills in Excel.
Familiarity working with an HRIS, preferably Workday, an electronic timekeeping system, and cloud-based systems.
A demonstrated self-starter, with strong analytic, problem solving, critical thinking and research skills.
Able to communicate clearly in writing and verbally.
Strong customer service orientation and ability to work well with diverse internal and external constituents in a team-oriented environment.
Proven organizational, time management, and multi-tasking skills and ability to meet deadlines in a busy environment.
Proficiency in various accounting software systems and other information technology, and the ability to learn new software.
Able to share knowledge and information and to learn new tasks.
Able to collaborate effectively and congenially with superiors, peers, and constituents resulting in trust and free-flowing communication.
Able to establish and adjust priorities that distinguish the important from the urgent.
Able to multitask effectively and demonstrate responsiveness to constituents, peers, and superiors.
Project and establish a standard reflecting a professional image through dress, demeanor, and office environment.
Communicate relevant information clearly and concisely in a timely manner in English in written and verbal form.
Demonstrate initiative through early identification of problems and resourcefulness in timely resolution.
Able to be open and responsive to new ideas and change and can influence others likewise.
Proven ability to follow through and implement plans and changes.
Able to foster trust and respect from others.
Preferred Qualifications:
An associate degree in accounting or another relevant field.
Some experience working in a higher education or nonprofit payroll environment.
Work Schedule: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday through Friday. May be required to work holiday, weekend, and/or evening hours. Regular hours may vary due to needs of the organization or business unit.
COMPENSATION
Pay: The pay range for this position is $29.80- $31.25 per hour.
Benefits: This position is eligible for our employment benefits package including:
PHYSICAL REQUIREMENTS
Sedentary work that primary involves sitting and standing:
☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never
Active work that primary involves standing and walking:
☐ Constantly ☒ Frequently ☐ Occasionally ☐ Never
Light work that involves moving objects weighing up to 10 pounds:
☐ Constantly ☐ Frequently ☒ Occasionally ☐ Never
Medium work that includes moving objects weighing up to 25 pounds:
☐ Constantly ☐ Frequently ☒ Occasionally ☐ Never
Medium work that includes moving objects weighing up to 40 pounds:
☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never
Heavy work that includes moving objects weighing up to 50 pounds:
☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never
Operate a computer or other work requiring repetitive movement of wrists, hands, & fingers:
☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never
Operate a street legal golf cart, a company automobile, or other heavy machinery:
☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never
Read or write electronic or printed materials:
☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never
Communicate verbally in person, by phone or another device:
☐ Constantly ☒ Frequently ☐ Occasionally ☐ Never
Moving body into different positions to work down low, overhead, or outward:
☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never
Work involving climbing ladders, stairs, scaffolding, or similar:
☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never
Work in various environments including low, high, tight, low-ventilation, or confined spaces:
☐ Constantly ☐ Frequently ☐ Occasionally ☐ Never
Work indoors in climate-controlled spaces:
☐ Constantly ☒ Frequently ☐ Occasionally ☐ Never
Work outdoors in various weather conditions:
☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never
Work in a noisy environment:
☐ Constantly ☐ Frequently ☒ Occasionally ☐ Never
Disclaimer:
This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, The Claremont Colleges Services will review this job description and make changes of business necessity. TCCS reserves the right to modify job duties or assign additional duties as needed.
ADA/OSHA:
This job description defines the essential job duties of this position. The Claremont Colleges Services expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).
Equal Opportunity Employer:
TCCS is an equal opportunity employer. TCCS managers make employment decisions on the basis of merit, with the aim of having the best available person in every job. TCCS prohibits discrimination based on all characteristics protected by federal, state, or local law or ordinance or regulation. TCCS also prohibits discrimination based on the perception that anyone has any of these characteristics or is associated with a person who has or is perceived as having any of these characteristics. All such discrimination is unlawful.