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Payroll Accountant Job Description

Job Summary

This position reports to the Accounting Manager.  This full time position is responsible for all Payroll Functions in regard to Part-Time Faculty (PTF).  The Payroll Coordinator follows established Policies and Procedures to ensure that employee compensation, benefits and deductions are accurate.  This position ensures that payroll related Statutory Reports and Payroll Tax Returns are accurate and timely filed.  A review is made of any filings made by ADP, the outside Payroll Service.  This position works with the Accounting Manager, as well as the offices of Human Resources, Academic Affairs, and interacts with the Academic Deans and the Provost. 

Essential Duties/Responsibilities

  • Prepare schedules and process payroll twice a month for Part-Time Faculty (PTF), and Core Faculty based on class registration information and the Bargaining Unit Agreement.
  • Ensure that the calculation of earnings and deductions are accurate and completed in a timely manner, in compliance with Federal, State, local laws, employee contracts, College policies, and Bargaining Unit Agreements.  Collaborate with Human Resources and the Academic Affairs Office on these matters, as necessary.
  • Process payroll information associated with newly hired employees, terminated employees, wage verification, withholding allowances, pay rate changes, status changes, benefit deductions, payroll garnishments and direct deposits.  Determine Pre-Tax as well as Post-Tax deductions as prescribed by Company Benefit Policies.
  • Assist with the Review, interpretation and implementation of Contractual Agreements with management.
  • Verify Part-Time Faculty contracts with class registration information, investigate discrepancies with the Registrar and Academic Affairs offices and adjust as necessary.  Prepare payroll schedules that detail month of payment, state jurisdiction and department charged.
  • Prepare payroll schedules for Core Faculty based on class registration information and the Bargaining Unit Agreement.  Bring relevant matters to the attention of the Accounting Manager, and The Academic Deans or Provost for resolution.
  • Respond to payroll inquiries and requests by college employees and other internal and external users of payroll data.  Research and troubleshoot payroll discrepancies, and resolve any payroll related issues.
  • Responsible for various matters pertaining to the College’s 403(b) plan, including preparation of employer contribution schedules for all employees; electronically remitting employer and employee 403(b) contributions to TIAA-CREF, annually compile data for Part-Time Faculty to assist in the determination of eligibility, compile 403(b) census data for annual discrimination testing, and assist with the external audit.
  • Responsible for ensuring that federal and state payroll reports (monthly, quarterly and annually) are filed timely and accurately, coordinating with ADP as necessary.
  • Responsible for Year-End accurate and timely reporting of employee W-2s.  Review the W-2s, W-3, Form 940, and other year-end reports prepared by ADP.
  • Review and maintain ADP database for employee payroll data.  Maintain physical employee payroll files.
  • Review, verify and ensure proper accounting and accuracy for all payroll transactions, benefits, and accruals.  Contact and resolve with ADP any discrepancies and related questions.
  • Calculate and input hours worked into ADP as required for reporting to the Massachusetts Department of Unemployment Assistance (DUA).  Review the forms and information prepared by ADP for accuracy to the Department of Unemployment Assistance (DUA).
  • Research stale uncashed payroll checks, setting up time frames according to State Regulations for abandoned property, and the treatment of such items.  Discuss with the Accounting Manager on Best Practice Procedures for tracking and reimbursing to the State uncashed payroll checks based on current regulations for stale uncashed checks.
  • Responsible for annual audit schedules and work with any inquiries by auditors for areas of responsibility pertaining to Payroll. Be the liaison with ADP, TIAA-CREF, unemployment offices, IRS, state and other outside agencies on payroll matters.
  • Treat all fellow employees, students and the College’s guests with civility and refrain from actions that disrupt the efficient functioning of the College.
  • Ability to Follow directions and complete tasks timely and accurately, and be able to accept supervisory input and constructive criticism.
  • Ability to work in a high paced environment and manage stress with work under pressure, while multitasking when meeting deadlines.

Other Duties/Responsibilities

  • Utilize ADP Crystal Report to create, update, and produce reports to facilitate information as requested by management.
  • Perform Special Projects (and other duties as assigned) requested by the Accounting Manager, as well as the Assistant Controller and Controller.
  • Explain Policies and Procedures as well as Compliance as needed.
  • Attend meetings and functions on committees as assigned.

Education and Experience

  • College degree preferred but not required.
  • 5 + years with high volume payroll in a multi-state environment is required.
  • Experience in Higher Education or Non-Profit Organization preferred.
  • Knowledge of payroll systems a must.  ADP experience preferred.
  • Demonstrate the Knowledge and capability of using computer applications.  Must be proficient in Microsoft Excel.
  • Must have the ability to maintain strict confidentiality and use discretion with sensitive matters.

Skills & Knowledge

  • Must have Solid Organizational Skills, Accuracy, and attention to detail a must.
  • Ability to work independently, problem-solve, and prioritize tasks.
  • Must have the ability to effectively handle multiple tasks, duties, responsibilities, and the management of time while meeting deadlines.
  • Demonstrate exceptional customer service skills.
  • Ability to research payroll issues and present findings in a concise and accurate manner is required.
  • Excellent team worker and a professional working relationship with other departments as well as an understanding of these departments is required.
  • Demonstrate excellent writing and verbal communication skills.
  • Ability to consistently look for ways to improve and develop efficiencies and assist with them in the Payroll Process.  Update Policies and Procedures for any changes for improved efficiencies. An ardent commitment to the mission of the College.

Physical Effort Required

While performing the duties of this job, the employee is regularly required to sit. The employee is frequently required to use hands to finger, handle or feel, reach with hands and arms, and talk, hear and effectively communicate with others verbally and in writing. The employee is required to be mobile. The employee must be able to occasionally lift or move up to 10 pounds.  Specific vision abilities required by this job include close vision, distance vision, depth perception, the ability to see others, and the ability to read documents.  This job requires the employee to spend lengthy periods of time using a computer.  The noise level in the work environment is usually quiet. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


To apply please forward cover letter and resume to jobs@cambridgecollege.edu.