Senior Higher Education Payroll Office Preaudit Clerk

Posting Number CS01974

Job Title Senior Higher Education Payroll Office Preaudit Clerk

Position Number 004879

FTE 

FLSA Exempt

Pay Rate 

Salary Range $49,834 – $55,353

Pay Grade Level 319

Position Type Classified Civil Service Staff

Union ESP-URI/NEARI (Educational Support Professionals)

Status Calendar Year, Full-time, Permanent

Restriction or Limitation Reason 

End Date of Restriction or Limitation 

Department Payroll Office

Contact(s) 

Jenna Visinho

Talent Acquisition Specialist

Human Resource Administration

Contact Phone/Extension 401.874.2317

Contact Email jvisinho@uri.edu

Physical Demands 

Campus Location Kingston

Building(s) 

Carlotti

Grant Funded No

Extension Contingent on Funding Date

Extension Contingency Notes

Duties and ResponsibilitiesILLUSTRATIVE EXAMPLES OF WORK PERFORMED:

• Within the college/university’s central payroll office, to process and perform preaudits on documents and/or computer files in connection with the college/university’s payrolls (State, student, temporary employees and/or instructional) received from the college/university’s various departments, State of Rhode Island’s Department of Administration’s Division of Human Resource and Office of Accounts and Control, and other federal and state agencies.
• To analyze various payroll-related documents/reports prepared and/or approved by state and/or college/university human resources offices, reconcile any discrepancies to establish and maintain confidential employee payroll records received to determine their accuracy, legality, and compliance in accordance with the Council of Postsecondary Education, State of Rhode Island and the college/university’s policies and procedures.
• To assist in the development, maintenance, and administration of payroll systems, policies, and procedures and to prepare related reconciliations, reports, statements, and analysis.
• To review approved personnel action forms and determine the appropriate process to be completed, or determine any information needed to be able to complete. For required adjustments, calculate retroactive payment, and subsequently audit payroll vouchers to determine accuracy and ensure associated payments and deductions are made as authorized from start to completion for all actions.
• To check payroll data for legality, accuracy and propriety to contractual agreements, rules and policies established by the State of Rhode Island and/or the college/university prior to posting payroll.
• To establish, track, and maintain employees’ leave balances, including sick, vacation, personal, compensatory time.
• To review and analyze accrual changes and process adjustments and discharges, including leave requests or termination balances, when applicable.
• To prepare and maintain employee payroll records to ensure information is updated and accurate accordingly to all policies, contracts, and employee classification.
• To utilize computer hardware to update and/or maintain state and college/university payroll data for payroll processing.
• To correct erroneous payroll payments and update computer files with such corrections accordingly to policies.
• To calculate and deposit on a timely basis employment and withholding taxes related to the college/university payrolls.
• To assist in the preparation and issuance of calendar year-end wage and tax statements (W2s) for college/university payrolls.
• To calculate corrections to wage and tax statements (W2s), and request copies from the state as needed.
• To post employee time sheets, onto designated records/mainframe systems, obtain proper approvals and adherence to established college, State and Federal policies and procedures.
• To prepare salary data reports for verification of employment forms sent from mortgage companies, banks, and attorneys; prepare reports for salary information requests from various federal and state agencies (e.g., labor and training, social security, state courts).
• To calculate and prepare check change forms for return of salary overpayments to correct cash with state, internal account information, and individual year-to-date records.
• To calculate and process retroactive adjustments to distribution of salary and fringe charges to the college’s/university’s accounting system.
• To review, document and remain current on changes in rules, policies and procedures and revise as necessary due to changes including but not limited to contractual changes, effective dates of raises and pay periods, retroactive payments as posted, changes in state pension plans, codes and retirement contributions, states of emergency declared by the governor, and wellness credits. As required, train, supervise and evaluate assigned support staff and/or students engaged in performing payroll functions, and related capacities and abilities.
• To provide high level of service and/or assistance to all employees with various payroll-related questions and transactions.
• To do related work as required.

Required Qualifications KNOWLEDGE, SKILLS, AND CAPACITIES:

A thorough knowledge of the principles, practices and techniques involved in the implementation and administration of a complex payroll system for an institution of higher education, and the ability to apply such in a payroll office operation engaged in the preparation, processing and administration of a variety of regular and special payrolls, special payroll reports, payroll-oriented forms, and other pertinent payroll data; a working knowledge of office practices, principles and techniques needed to evaluate the policies, procedures and forms of a complex payroll system and to recommend necessary initiatives and adjustments; a strong understanding of payroll laws, regulations, and compliance requirement; the ability to interpret and apply rules, regulations, policies and procedures related to payroll administration; strong interpersonal, verbal and written communication skills and the ability to prepare clear and concise oral and written reports and analysis; the ability to maintain a current working knowledge of the latest requirements and developments in processing payrolls and other related areas; the ability to determine the mathematical accuracy, legality and propriety of payroll payments; strong analytical and problem-solving skills required to meet deadlines; ability to multi-task, organize, track and prioritize projects while working in a fast paced and continuously changing environment; ability to handle and safeguard sensitive and confidential information; a familiarity with spreadsheets, databases, word processing computer software and related technology; the ability to establish and maintain effective and collaborative working relationships and professionalism with supervisors, the college/university departments and other state and private agencies and organizations and employees; the ability to train, supervise and evaluate assigned support staff and/or students engaged in performing payroll functions; and related capacities and abilities.

EDUCATION AND EXPERIENCE:

Education: Graduation from high school, including or supplemented by courses in bookkeeping, accounting computing or related subjects; and

Experience: A minimum of 2 years as payroll clerk or higher, employment with responsibility for the preparation and processing of the payroll in a small state agency or private business operation, or employment with responsibility for a specific payroll function or activity in a large state agency or private business operation. Or, any combination of education and experience that shall be substantially equivalent to the above education and experience. 

Preferred Qualifications

Environmental ConditionsThis position is not substantially exposed to adverse environmental conditions.

Work HoursMonday through Friday – 8:30 AM to 4:00 PM

Days off: Saturday & Sunday

Posting Date 10/08/2024

Closing Date 10/17/2024

Special Instructions to ApplicantsThis is a full-time (35 hrs.), calendar year, permanent position.

Generous benefits package including a tuition waiver for CCRI, RIC, and URI for the successful candidate, spouse, and dependents (if appliable) based on ESP-URI/NEA union guidelines.

It also includes paid time off, paid state holidays, and a mandatory retirement plan in addition to many other types of benefits. To learn more about the benefit package, please visit www.exploreemployeebenefits.ri.gov

The successful candidate will be subject to a pre-employment criminal background check paid by the University. 

Quicklink for Postinghttps://jobs.uri.edu/postings/14110

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