Location: all cities,PA, USA
Job Summary
Please note, this position is with the Office of the Chancellor at the PA State System of Higher Ed, not Kutztown University.
This position is remote, but occasional travel for training and meetings may be required, so the successful candidate will be a resident of Pennsylvania.
Summary/Objective:
This position reports to the HR Shared Services Payroll Manager and is responsible for performing the daily operations personnel transactions and processing payroll for the bi-weekly payroll. This position ensures the accuracy, integrity, and confidentiality ofthe payroll process and ensures that correct, appropriate, timely payments are made to eligible employees. This position requires independent thinking, action to ensure accuracy, strong auditing, problem solving, time management, and communication skills.
Essential Duties and Responsibilities:
* Prepare and input payroll transactions to the centralized payroll system for faculty, staff, and student payroll. Transactions include, but not limited to; appointments, terminations, changes in deductions, hourly pay changes, organizational reassignments.
* Responsible for entering, auditing, monitoring, and ensuring accuracies with manual processes such as manual leave and salary adjustments and posting changes.
* Updates the data within the SAP Payroll module by input, record keeping, report generation and resolving payroll problems. Responsible for ensuring personnel data is accurate and pay is processed properly.
* Reconciles and verifies payroll accounts, payroll reports and accounts related to payroll and develops automated payroll reports for use in reconciliation and verification of employee and payroll records.
* Applies, interprets, and ensures compliance with federal, state, and local guidelines and accepted university and State System practices, policies and procedures and maintains and prepares, if necessary, appropriate documentation to ensure compliance.
* Runs automated reports to support the payroll, other student payroll related programs and university departments and develops and makes recommendations regarding student payroll processing, policies, and procedures.
* Reviews the processes for compliance with regulations, monitoring and establishing controls, coordinating the processing of deductions, garnishments, taxes and withholding amounts, overseeing the distribution of employee earning statements and recommending improvements and changes to the process and posting changes.
* Performing and ensuring the performance of statistical reports and analysis and reviewing input and output from the report.
* Collects tax documents for employees when necessary and as required and reviews forms for correctness/completeness prior to processing payment, ensures necessary documentation and compliance and prepares, if necessary, documentation to ensure compliance.
* Instructs, communicates, provides information, and answers employee related payroll questions and questions regarding payroll policies and procedures.
* Develops automated, specialized reports to meet payroll reporting needs and to coordinate and assess data requests and to provide requested data by either running automated reports or developing new automated reports.
* Resolves discrepancies related to the G/L postings.
* Develops recommendations regarding payroll processing and payroll policies, procedures, compliance, and appropriate courses of actions and/or approaches and recommends the drafting of payroll processes, policies and procedures and applies and interprets payroll policies and procedures.
* Process unemployment claims and employment verifications for employees and processes escheat checks and payroll refunds.
* Ensures that all paperwork and documentation for non-resident alien employees is complete and updated on an annual basis and maintains files related to the non-resident alien paperwork.
* Maintains filing system for payroll tax records and other payroll documents.
* Compile and calculate data for overtime, shift differential, and regular wage payroll and prepare documentation transmittal for processing.
* Process overtime, shift differential, wage hours, deferred holiday pay, and out-of-class payment for employees.
* Answer leave questions and calculate leave balances and accruals. Process leave payouts and expired comp time.
* Provides salary verifications for internal and external requests.
* Ability to interpret related functions of the Collective Bargaining Units.
* Provides customer service for payroll related inquiries.
* Maintains master data for faculty, staff, administrative, and student appointments.
* Monitors leave balances for exceptions and extraordinary usage/balances. Instructs or takes corrective action as deemed necessary.
* Responsible for reporting inquiries from employment and governmental agencies.
* Works with campus partners and stakeholders involved in payroll processes to ensure data accuracy, process improvement, to allow for accurate and timely pay.
* Responsible for auditing, calculating, and processing input for payment for overload, independent study, individualized instruction, summer school, working out-of-class, overtime, dual employment, mini courses and faculty incentive payments and other faculty supplemental pay.
* All other duties related to payroll processes as assigned within scope of job classification.
* Researches and resolves employment documentation discrepancies and payroll errors to verify significant differences comparing pay periods utilizing wage type reporter, ad-hoc query, payroll journal and the gross compare report. Verify retroactive payroll adjustments, through SAP reporting, each pay period for validation.
* Verifies and ensures pre-employment documentation is received and complete prior to processing payroll actions. This includes appropriate authorizations for non-citizens.
* Ability to develop, run and analyze Ad-Hoc, BI, and other data reporting and analyze results.
* Makes recommendations for changes and efficiencies and process improvements in the payroll processes.
* Process schedule substitutions and changes when applicable.
* Receive and respond to employment verification requests from lending institutions for employees.
* Receive and respond to unemployment requests from PA Unemployment agencies.
* Compile work-related injury wage information. Inform employees regarding leave entitlement, usage, and anticipation of leave.
* Provides training/training documentation to new employees on the functionality of the Employee Self Service portal. Inform new employees of the use of leave and the CBA guidelines for leave usage.
* Will cross train with team to serve as a back-up in absence of payroll manager and to provide back-up to the payroll team.
* Research and resolve payroll issues regarding payroll and leave administration. Other duties as assigned
Minimum Qualifications
Basic Qualifications (required):
* Three years of advanced clerical or para-professional work which included the collection, recording, compilation, and presentation of office management or program related information, or any equivalent combination of experience and training.
* An associate's degree may be substituted for two years of required experience
Other Qualifications/Abilities (required):
* A demonstrable commitment to promoting and enhancing diversity (or similar) is a required qualification for leadership positions.
* Knowledge of payroll systems and experience with collective bargaining agreements.
* Knowledge of modern office practices.
* Knowledge of basic PC hardware and standard software.
* Ability to interpret collective bargaining agreements, Management Directives and other official documents regulating payroll and leave administration.
* Ability to perform detailed work with written and numerical data and make arithmetical calculations rapidly and accurately.
* Ability to operate a personal computer, standard calculating, adding or other office equipment.
* Ability to use a computer to collect, compile, and assemble data and reports, using appropriate standards of content, clarity, grammar, and format.
* Ability to analyze varied data by applying the information against standards in the formulation of recommended action.
* Ability to develop and maintain effective working relationships with administrative officials, associates, and employees.
* Ability to communicate effectively with employees, programs officials, job applicants and the public by relating the purpose of the contact and collecting all the necessary information required for the analysis.
* Ability to identify problems and recognize appropriate solutions because of the analysis of data.
* Ability to apply and adapt established procedures to the preparation and formulation of study findings.
* Ability to read, write, and communicate orally in English.
Preferred Qualifications
Preferred Qualifications:
* Bachelor's Degree in related discipline
* 3 years of Payroll, Accounting or Human Resource experience
* Knowledge of State System of Higher Education (SSHE) payroll systems and collective bargaining agreements.
* 3 years of data analysis and interpretation
* Experience in generating reports from Payroll Systems such as SAP and other Enterprise Software Systems
* Demonstrated experience or knowledge of intermediate Excel formula application.
* Demonstrated experience or knowledge of data analysis and interpretation.
Supplemental Information
Please note, this position is with the Office of the Chancellor at the PA State System of Higher Ed, not Kutztown University.
Applications & Resumes will be accepted until position is filled, however; to ensure full consideration, internal application materials should be received no later than close of day September 28, 2024.
For internal applicants, salary will be calculated in accordance with the AFSCME CBA.
All applications for this position must be submitted via our online application/resume system ONLY. Please do not fax, mail, or e-mail any documentation.
Successful interview, reference checks, background clearances (PA Criminal, Child Abuse Clearance & FBI Clearance), and demonstration of ability are requisite qualifications for all positions.
The State System is very interested in hiring employees who have had extensive experience with diverse populations.
We are an AA/EOE/member of the PA State System of Higher Education and actively solicits applications from women and minority candidates.
Non-Discrimination Statement
The Pennsylvania State System of Higher Education prohibits any form of discrimination or harassment on the basis of sex, race, color, age, religion, national or ethnic origin, sexual orientation, gender identity or expression, pregnancy, marital or family status, medical condition, genetic information, veteran status, or disability in any decision regarding admissions, employment, or participation in a University program or activity in accordance with the letter and spirit of federal, state, and local non-discrimination and equal opportunity laws, such as Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Age Discrimination in Employment Act, the Americans with Disabilities Act and ADA Amendments Act, the Equal Pay Act, and the Pennsylvania Human Relations Act. For information regarding civil rights or grievance procedures and for inquiries concerning the application of Title IX and its implementing regulation, contact Christa Cobb, State System Title IX Coordinator, 2300 Vartan Way, Suite 207, Harrisburg, PA 17110; Phone: (717)###.####; Email: ...@passhe.edu. Additionally, inquiries concerning Title IX and its implementing regulation can be made to the U.S. Department of Education, Office of Civil Rights, Region III, The Wanamaker Building, 100 Penn Square East - Suite 505, Philadelphia, PA 19107; Phone: (215) ###-####; Fax: (215) ###-####.