Payroll Assistant

Title: Payroll Assistant

Employee Classification: Clerical & Secretarial

Institution: System Office

Department: Service Center/Human Resources & Payroll Services

Campus Location: Tennessee Board of Regents System Office

Job Summary

The Service Center at the Tennessee Board of Regents (TBR) supports the System Office and Technical Colleges of Applied Technology (TCATs) within the following functional areas: Human Resources, Payroll, Finance, Procurement & Payment Services, and Student.

The Assistant, Payroll is responsible for ensuring all payroll compensation is provided in a timely and accurate manner and in compliance with all applicable institutional, TBR, Federal, and State regulations, policies, and guidelines. The Assistant, Payroll executes and audits complex payroll transactions utilizing sophisticated technology in support of providing professional services. The Assistant, Payroll works closely with the TCATs, Community Colleges and the System Office and is expected to provide a high level of customer service to all institutions served.

Job Duties

• 45% - Payroll
• Prepares and maintains payroll database as needed to support payroll administration, including data entry and running payroll processes
• Enters or applies employment and payroll changes to employee records
• Monitors submissions and manages adjustments for electronic employee timesheets
• Ensures accurate and timely processing of monthly payroll for all employees, including related calculations and processing for insurance premiums, garnishments, deductions, and benefits
• Processes wage verifications
• Processes unemployment claims, overtime and compensation time requests, and leave transfers and payouts
• Monitors and assists with monthly remittance and reconciliation of all payroll general ledger accounts - (Essential)
• 25% - Customer Service
• Communicates to employees and administration regarding payroll related issues including taxes, policies, procedures, and leave reporting
• Fields employee questions and researches payroll processing concerns
• Works cooperatively and effectively with other departments
• Provides consultative services to institutions based on functional area expertise in support of payroll related best practice implementation
• Makes recommendations for changes in processing, as needed - (Essential)
• 10% - Taxes
• Ensures timely and accurate reporting of all payroll taxes
• Researches laws and regulations regarding taxes and payroll withholding procedures
• Ensures accurate monthly remittances for employee deductions and employer liability payments
• Processes W-4 changes (e.g. tax status, exemptions)
• Reconciles, prints, and distributes annual W-2’s
• Submits payroll related tax data to IRS - (Essential)
• 10% - Auditing
• Prepares institutional, Federal, State, and TBR required reporting, as well as ad hoc reports
• Effectively implements federal and state regulations
• Assists in auditing unemployment claims
• Provides data and explanations for Federal, State, and internal auditors
• Reconcile various items such as payroll liability account activity and vendor billing - (Essential)
• 5% - Reporting
• Prepares institutional, Federal, State, and TBR required reporting, as well as ad hoc reports - (Essential)
• 5% - Other Duties
• Performs additional duties as assigned - (Marginal)
  
  

Minimum Qualifications

• Bachelor’s degree and a minimum of 6 months of related professional work experience OR a high school degree/GED and a minimum of 2 years of related professional work experience OR a comparable combination of education and experience
• Experience or training in Windows operating system and Microsoft applications
  
  

Preferred Qualifications

• Experience working in payroll in a college, university, or state government setting
• Experience within a shared services operating environment
• Experience with Banner or similar ERP system
• Experience with Edison
  
  

Knowledge, Skills, And Abilities

• Knowledge of payroll terminology, practices, and basic accounting theory and practice
• Ability to perform payroll related calculations
• Broad knowledge of federal and state laws and guidelines
• A willingness and passion to learn new hardware and software systems that are consistent with duties
• Ability to effectively analyze data and inquiries, think critically, and make appropriate decisions
• Effective organizational and time management skills
• Ability to work as part of a team or work alone without close supervision
• Strong interpersonal skills
• Ability to communicate effectively, both in writing and orally
• Ability to understand customer needs and provide quality service
• Ability to maintain confidentiality in compliance rules and regulations, including HIPAA and FERPA guidelines on the disclosure of information
  
  

Physical Demands / Working Conditions