Payroll Specialist II

Performs a wide variety of record keeping and advanced payroll processing activities for the West Virginia University Health System, including computing wage and overtime payments, calculating and recording payroll deductions and processing employee requests. Performs tasks to establish and maintain employee/payroll records, validates and audits timekeeping records for compliance with established standards, maintains time and attendance records, enters new hires into the payroll system and other miscellaneous changes. Provides departmental support functions by answering phones, data entry, distributing reports, paychecks and W-2’s. Can make certain independent decisions.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High school diploma or equivalent and three years of experience in the administration of payroll  OR

Associate’s degree and two years of experience in administration of payroll  OR

Bachelor’s degree and one to two years of experience in administration of payroll.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. FPC designation preferred.

EXPERIENCE:

1. Proficient in the use of Microsoft Office products.

2. Excellent communication skills.

3. Ability to organize and maintain document flow and storage for both paper and electronic data.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Process historical edit information from time and attendance system by processing adjustments, overpayments, and supplemental check requests

2. Enters into HR/Payroll and time and attendance systems all assigned data according to deadlines established in office procedures.

3. Prepares and issues checks for distribution, calculates manual checks according to Federal and State guidelines and assists with employee questions so each employee receives payment.

4. Maintains newly hired and transferred employee information in time and attendance system for proper pay calculations.

5. Prepares and issues payroll checks for distribution.

6. Enters and maintains charitable deductions in the HR/Payroll system Software System.

7. Support co-workers on bi-weekly auditing at co-workers request or absence.

8. Investigates, communicates, and resolve employee questions concerning employees’ pay.

9. Enters payroll information not clocked into time and attendance system.

10. Provides technical assistance to Kronos users on accessing and maintaining employee timecards. 

11. Keeps accurate up-to-date payroll files and distributes paychecks to employees.

12. Produces reissued copies of W-2’s and earnings statements upon request.

13. Prepares employee verification letters for Social Security Administration.

14. Provides backup support to the collection of short term disability payments related to Workers Compensation.

15. Reviews new policies and new payroll procedures.

16. Prepares, distributes, reviews and corrects individual employee information on timesheets and confirms accuracy of information prior to payroll processing.

17. Enters necessary employee data changes into HR/Payroll Systems for accuracy of pay information.

18. Print, fold and distribute all paychecks. Generate reports related to payroll processing.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Ability to sit for long periods of time.

2. Ability to lift, push or pull 10 to 15 pounds.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Standard office environment.

SKILLS AND ABILITIES:

1. Ability to analyze, troubleshoots, and corrects minor issues during the payroll production process.

2. Ability to communicate with employees and departmental payroll representatives to resolve problems and issues regarding payment of wages.

3. General knowledge of payroll process and year end processes for W-2 and check preparation and distribution.

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