Payroll Clerk Jobs

Payroll Clerk

Business Office, University of Charleston

The Payroll clerk will be responsible for processing the biweekly payroll, maintaining supporting documentation for all pay rate & position changes, processing payroll forms, preparing departmental reports, and maintaining personnel files.

• Verify all required forms have been completed by new employees and process accordingly
• Make all employee changes:
• Enter and set-up all wages and benefits for new employees

• Pay careful attention when setting up adjunct or 9-10 month contracts – calculate number of pays for each (varies) and amount per pay and use correct code with correct end date
• Wages, Status, Title, Position changes
• Changes to direct deposits, addresses, benefits, taxes, city fee, parking changes, garnishments (calculate amount each pay on % garnishments)

• Update salaried employee leave
• Enter time from timesheets, download time from Time Clock Plus and review for errors, question anything that does not appear to be correct
• Submit payroll direct deposit on Wednesday to post to employee accounts Friday morning
• Check everything on payroll CALC, make changes and adjustments, etc.
• Send reports to departments after payroll (Food Service, Advancement, CWS & Financial Aid)
• Enter stipends – make sure documentation is made for employee file
• Ensure all vacation accrual is accurate and up-to-date after each payroll
• Cut, fold, sort and distribute paper checks (mail employee checks; student workers pick up checks from Student Solutions)

• Annual Giving report to Advancement
• Updated leave balances to Food Service and Facilities
• College Work Study paid information (LAER) to CWS

• Update Business Office & HR spreadsheets with payroll information after payroll is processed

• Run query for use by Business Office showing all deductions
• Send out information on new hires and employees who have left to the
• Update Master Employee Spreadsheet (add new hires & info, delete termed)
• Document timesheets and leave reports received on tracking spreadsheet

“New Hire List” for use in mailroom, security, IT, website employee list, etc.)

• Update spreadsheet with benefit paid amounts for benefit tracking

• Term employees in system when leaving employment and verify that all documents have been received before filing
• Calculate payroll, vacation and benefit payouts, process manual checks as needed or process with regular payroll
• Research payroll errors, prepare manual checks if needed, prepare journal entries as needed. Document errors for W2 and 941 tax reconciliations
• Void checks as required with careful attention to month and quarter performed and document for W2 and 941 tax reconciliations

Retirement

• Assist employees with questions
• Provide report of biweekly payroll submission to HR administrative assistant

• Yearly pull of personnel files and timesheet files to be moved to historical files
• Keep Payroll/HR office organized and filing cabinets locked at the end of each day
• Process and respond to Garnishment requests
• Assist with Open Enrollment
• Coordinate with departments – completion of “blue, green, yellow and pink” forms, as required
• Participate in HR Colleague User group meetings
• Monthly department of labor payroll reporting
• Responsible for organization of historical personnel files and payroll records
• Close out CWS year and obtain list of students that did not return to UC or graduated and pull student records for historical files
• International Students – help monitor work hours per week
• Employment verifications – past and present – verbal and written
• Assist HR with employee programs and functions
• Filing – all payroll and personnel items
• All students working on campus – assist with payroll documents and other payroll related issues
• Keep Personnel Files updated and maintained
• Other duties assigned
• Time Clock Plus administration, assist with troubleshooting and employee set-up
• Yearly employee information for Unemployment Administrators to calculate cost/savings/usage, etc.
• Assist with special Business Office projects as needed
• Work with HR to order employee give-away items and new hire gifts
• Address needs of walk-in’s and assist or direct to correct person
• Answer employee payroll and benefit questions as needed and assist with problems

Qualifications:

• Knowledge of approved accounting procedures
• Associate degree in business or accounting
• Excellent communication and organization skills
• 2 – 4 years of processing payroll for a large, multi-state employer
• Microsoft office product experience (Excel, Word, Adobe)

Interested applicants should submit a cover letter, resume, and contact information for three references to:

Terri Rader, Controller

[email protected]

The University of Charleston is an Equal Opportunity Employer