Payroll Coordinator
Salary: Location
Job Type: Department
Job Number: 2015-1601712
Location: Location
Department: FINANCE & ADMINISTRATION DEPARTMENT
Closing: 3/1/2018 11:59 PM Pacific
Background:
Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 4,000 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.
As a comprehensive and independent institution, Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary's reputation for excellence, innovation and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.
Responsibilities:
Reporting to the Payroll Manager, the Payroll Coordinator assists in reviewing, evaluating and processing documents for payroll in accordance with FLSA and overtime laws. This includes but not limited to staff (paper) & student (electronic) timesheets, faculty contracts, new hire setups, status changes into Ellucian Colleague payroll software. Other responsibilities include assisting with EDD reporting of new hires, student wage notices, Federal Work Study tracking & reconciliation, taxable fringe benefits, garnishments, filing of payroll documents and other duties as assigned.
Responsibilities:
- Knowledge of the FLSA (Fair Labor Standards Act) and overtime rules in order to accurately review, calculate and enter paper staff timesheets, and follow up on any issues and questions regarding timesheets.
- Review, evaluate, & enter payroll documents into the Ellucian Colleague payroll software.
- Assist the payroll manager with entry of data for two payroll cycles, bi-weekly (students, temporary workers) and semi-monthly (staff & faculty).
- Monitor and follow up on electronic timesheet submissions and approvals to ensure accuracy and approvals are made.
- Assist with all student payroll functions (student hire forms, web time entry, Federal Work Study, pay rate increases, wage notice & hire confirmation emails, etc.)
- Assist payroll manager in reviewing , evaluating, and entering all incoming payroll documents into payroll system in accordance with FSLA. This includes, but is not limited to timesheets, direct deposits, W-4's, Faculty contracts, stipends, new hires, payroll changes, etc.
- Complete tax reconciliation and remittance requests for tax & retirement contributions each pay period for the bi-weekly and semi-monthly payrolls.
- Complete payroll edit reconciliation each payroll for review by payroll manager.
- Process taxable fringe benefits (Cell Phones, Auto, Gift, Tuition, Housing, Moving).
- Assist new hires with required paperwork (e.g. I-9, W-4, Direct Deposit) as needed.
- File payroll documents. Scan & make copies as needed.
- Respond to questions from faculty, staff, & students concerning payroll.
Federal Work Study (FWS):
- Assist with tracking and evaluating FWS expenditures vs. the budget and maintain an excel spreadsheet that is reconciled with Financial Aid office.
- Collect FWS contracts from departments and forward them to Asst. Controller/Budget Officer for budget entry.
- Communicate with departments on remaining FWS balances and award changes.
- Prepare off campus FWS reimbursement requests as needed.
Communicating Payroll Information:
- Field questions, train, & assist all users of the electronic payroll.
- Respond to and answer any payroll questions (via email, phone, or in person); individual specific or general procedural questions.
- Generate & send notices to faculty, staff, and student workers for various payroll announcements or reminders. For example: unclaimed funds, early timesheets, exempt W-4 renewals, etc.
- Routinely generate & distribute to department supervisors the student payroll fiscal year totals of budgets vs actual wages paid.
- Update payroll website with pertinent information and forms.
Other office functions:
- Fold & stuff paper payroll checks, sort for mailing.
- Fold & stuff paper W-2s for annual mailing.
- Report new hire employees to the EDD state agencies.
- Report monthly labor statistics to the US Dept of Labor Bureau of Statistics for all College employees.
- Assist with providing payroll documents as needed for annual audits & subpoenas.
- Complete employment and compensation verifications from various agencies, including EDD Benefit audits and third party lenders.
- Other duties as assigned.
Experience and Qualifications:
Education Required: High School graduate/GED\
Education Preferred: BA
Experience: 2 years related experience with preference given to previous work experience in a higher education institution or similar setting.
Skills/ Abilities: Experience in using Microsoft Excel, Word, and PowerPoint. Windows operating systems and email. Strong verbal, written and interpersonal communication skills. Ability to relate to people in a friendly knowledgeable, professional manner while maintaining the strictest level of confidentiality; accuracy, attention to detail and the ability to prioritize work and meet critical deadlines. Working knowledge or experience with Ellucian Colleague is highly desirable. ll Knowledge of FLSA (Fair Labor Standards Act) and other pertinent Federal and State Labor Laws governing compensation.
Supplemental Information:
Application Instructions: Please apply on-line at http://jobs.stmarys-ca.edu
- Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College
- A resume
- The name and contact information for three (3) professional references. In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.
Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.
College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.
Saint Mary's College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary's College Report, please go to the Public Safety website at http://www.stmarys-ca.edu/public-safety/annual-security-and-fire-safety-report-0. To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.
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