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Payroll and State Aid Accountant
The Payroll and State Aid Accountant supports financial operations of the college by performing moderately complex accounting work, including preparing, analyzing, maintaining, reviewing financial records and reports, and classifying, posting, balancing, reconciling, and summarizing financial transactions. Perform technical and specialized governmental accounting work processing and maintaining the payroll for the College, as well as maintaining related longevity, benefit, deferred compensation, and other payroll records ensuring all applicable deadlines are met. Serves as accountant for the college’s state fund accounts by maintaining, analyzing, researching and balancing all state fund accounts on a monthly basis. Perform general duties that support the Controller and serves as back up for the cashier and accounts payable specialist.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
Coordinates all activities relative to payroll processes and procedures. Responsible for the monthly processing, scheduling, and payroll process for full-time and part-time employee payroll checks and direct deposits.
- Oversees the timely and accurate processing of monthly payroll checks and direct deposits, specifically assignment of all position codes and proper recording of each contract in Colleague Financial database.
- Responsible for payroll tax (Federal 941 and NC Withholding) and ACA filing and reconciliation, W-2 processor, 1095 processor, and primary contact for payroll tax exceptions including foreign nationals, students, out-of-state employees and other exceptions.
- Creates, maintains, and updates all payroll encumbrances and serves as a primary contact for encumbrance issues including encumbrance research, resolution and processing.
- Compile leave information donated from staff in order to prepare voluntary shared leave report for submission to the North Carolina Community College System Office.
- Creates and maintains payroll spreadsheet (updated each fiscal year) for all full-time college personnel as a reconciliation tool to the Datatel payroll system that includes salaries, position IDs, general ledger account codes, longevity, and fringe benefit information.
- Enters payroll and benefit data for active employees into College computer system; works with Human Resources to determine deductions and benefits.
- Compiles financial reports and prepares annual Worker’s Compensation audit.
- Responsible for quarterly wage reporting to Employment Security Commission for Unemployment Insurance purposes.
- Assists employees with completion of payroll forms related to retirement, taxes, deductions, and vacation/sick time.
- Answers inquiries and provides information; researches and resolves payroll problems and discrepancies.
- Processes employment and wage verification and monitors all other payroll communication to ensure timeliness and responsiveness of inquiries.
- Reconciles benefit withholding to statements, makes necessary corrections and processes payments and reconciliation of all employee benefits and garnishments.
- Prepares payroll journal entries for input into Colleague.
- Runs employee longevity pay reports, requests longevity allocation annually, and enters longevity pay into Colleague.
- Works collaboratively with HR to insure new hires, terminations, retirements, and other changes are entered into Colleague correctly.
- Updates tax tables annually and imports files from Benefit Focus and Pierce Group Benefits.
- Reviews, researches, and analyzes all state accounts for budget and expense accuracy on a monthly basis.
- Generates necessary state aid budget and journal entries for review by VP for Finance and posting by Fiscal Specialist on a monthly basis.
- Maintains monthly lapsed salary report for state, county and institutional funds and reports to VP for Finance.
- Attends conferences/seminars and staff professional development courses as required.
- Serves on appointed institutional committees as needed.
- Maintain a professional and positive relationship with students, faculty, staff, and outside constituents.
- Performs other duties as assigned.
- Serve as backup to Accounts Payable and Cashier, as needed.
SUPERVISORY RESPONSIBILITIES - Not applicable
QUALIFICATIONS - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Strong organizational and time management skills are essential. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE – Bachelor’s Degree in Accounting or other Business-related field from an accredited four-year university and one year of payroll experience and/or training; or an Associate’s Degree from an accredited two-year college or university and three to five years related experience and/or training; or equivalent combination of education and experience.
LANGUAGE SKILLS - Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively to students, government agency representatives, and other staff and faculty. Ability to speak Spanish preferred.
CERTIFICATES, LICENSES, REGISTRATIONS – Not applicable
PHYSICAL DEMANDS -The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
WORK ENVIRONMENT -The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Usual office conditions in a quiet environment.
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