Payroll and Accounting Specialist

**ACCEPTING APPLICATIONS THROUGH SEPTEMBER 30, 2022**

Under the direction of the Business Services Manager and in coordination with HR staff and other departments, performs a wide range of duties necessary to process payroll in order to promote the efficiency and accuracy of the College’s personnel functions with relation to pay and withholding. The Specialist specializes in payroll-related expense and liability account monitoring and reconciliation and acts as a resource on issues relating to state and federal wage and hour laws, contracts, and payroll tax implications. Supports College leadership in developing departmental goals and objectives as part of the Institution’s continuous improvement cycle, which includes participating in the college-wide accreditation process by performing departmental planning, assessment, and improvement to meet core theme objectives and contribute to mission fulfillment.

ESSENTIAL JOB FUNCTIONS:

Monthly Payroll Processing (50% of Time)

1. Receive and review timecards for accuracy; coach employees and supervisors on timecard policy. Serve as resource and technical advisor to college personnel regarding interpretation of college policy, state and federal regs, and payroll related bargaining agreements. 
2. Process batches and balance them with subledgers and monthly reconciliation/tracking spreadsheets that are maintained throughout the month.
3. Analyze fringes & deductions, maintain tracking processes
4. Prepare PR liabilities for AP, remit online liability payments, pay taxes, prepare and post journal entries
5. Print and mail checks, upload ACH files for direct deposit, clean up one-time PR deductions, exceptions (after PR). 

Unscheduled Payroll Processing (20% of Time)

1. Receive an order to pay (e.g., a contract, advance request, or Separation Action Form). 
2. Enter the payment into the PR system, separate vacation pay out if necessary, adjust accruals to account for pay outs, run the batch, and analyze all pay, fringes, & deductions.
3. Pay taxes & liabilities, as applicable.
4. Update employee status in any applicable reporting portals if final payment.

Reconciliation and  Reporting (15% of Time)

1. Run and review tax reports. Verify tax amounts and reconcile with payments made.
2. Prepare and file monthly and quarterly payroll reporting including federal, state, Department of Labor and any others. Remit quarterly payments, prepare and post journal entries.
3. Reconcile payroll liabilities, including health liabilities, monthly.   Prepare and post adjusting entries as needed.
4. Prepare W2s, annual reconciliations and file with Social Security Administration and OR Department of Revenue.  Distribute W2s and accompanying notices to employees in time.
5. SAIF reporting including spring payroll estimate and year-end reconciliation and audit.
6. Reconcile PERS Monthly
7. Complete audit schedules, providing requested information.

General Duties (15% of Time)

1. Stay apprised of OR Department of Revenue, IRS, and Department of Labor updates/changes. 
2. Research and update tax tables annually.  Develop processes to integrate new tax changes and tables into the payroll system, PERS rates, and Debt Service rates.
3. Develop training materials for new employees and staff regarding time reporting, timecard completion, and payroll requirements.
4. Ensure all required documents are contained within a secure, organized file system for retrieval and retention purposes.  Maintain subledgers, schedules and tracking documents with monthly changes.   Maintain current contact information for current and past employees for year-end reporting.
5. Track leave accruals by monthly reports, find and correct errors.  Special attention is needed at year-end to verify rollover and accrual amounts.
6. Prepare and submit HSA funding file twice yearly.  Maintain schedule to track early disbursements, prepare and post journal entries.

Perform other duties as assigned

REQUIRED QUALIFICATIONS:

Associate degree in Business Administration with an emphasis in accounting and/or finance, 

OR 

Four (4) years of directly related work experience in a full-cycle computerized accounting environment.

Specific experience as follows; 

• Three (3) years of experience with the payroll process; 
• Two (2) years of experience with computer software relating to finance activities, especially spreadsheets.

Successful applicants for this position must possess the following knowledge, skills and abilities, or be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation:

• Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter. Ability to effectively communicate orally with groups and/or individual, and deal with peers, the public and the community in a positive, empathetic and professional manner.
• Ability to read, review, understand, and apply concepts presented in training programs, federal and state regulations, conferences, professional literature, and other related materials.
• Ability to work effectively and sensitively with individuals of diverse cultural backgrounds, perspectives, and abilities. Ability to consistently convey a pleasant and helpful attitude by using excellent interpersonal and communication skills to control sometimes stressful and emotional situations. Requires sufficient communication and human relations skills to resolve complaints/issues, defuse anger, and gain cooperation.
• Knowledge of generally accepted accounting principles (GAAP), government accounting standards, and Oregon Budget Law. Familiarity with Internal Revenue Service tax laws and Oregon Department of Revenue rules. Knowledge of federal and state payroll and employment laws and rules. Familiarity with rules regarding federal student work programs and general work study.
• Knowledge of standard office procedures and equipment including computer proficiency and software applications including MS Word, Excel and those related to financial activities with a level of computer literacy sufficient to use software such as word processing, spreadsheets and data bases to produce correspondence, documents, and reports as required by the position.
• Ability and willingness to manage a flexible work schedule with self-discipline, including travel, various hours and possible weekends/evenings, as well as work days at other college locations.
• Ability to receive and process information in a professional, sensitive, confidential, and timely manner.
• Ability to model and ensure diversity and cultural competency (respect, inclusiveness, reflecting, valuing, and welcoming cultural differences) in all position responsibilities regardless of  race, color, gender, sexual orientation, marital status, religion, national origin, age,   disability status, gender identity, or protected veteran’s status.
• Exhibit a high level of computer literacy sufficient to use software such as word processing, spreadsheets, and databases to produce correspondence, documents, and reports; including but not limited to Word, Excel, Access, NEOGOV for onboarding, and Jenzabar, an integrated college wide information system.
• Ability to understand and perform multistep mathematical functions necessary for the performance of the essential job functions.
• Ability to understand basic accounting principles such as journal entries and account type and uses.  

PREFERRED QUALIFICATIONS:

Bachelor’s degree in Business Administration or a related field with an emphasis in Accounting. 

Two (2) or more years of applicable experience in post-secondary education or the public sector and experience in a full-cycle computerized accounting environment.

SPECIAL REQUIREMENTS OR LICENSES:

Must be bondable under the College’s insurance.

SUPPLEMENTAL INFORMATION:

Southwestern Oregon Community College only accepts applications through this online application system.  We want you to be successful in applying with us.  We highly encourage you to complete and submit your application in advance of the deadline.

 For assistance with this, please email hr@socc.edu.  For technical assistance with your application, please call (855) 524-5627.

 Please note: We recognize that our application process can be lengthy, so before you begin, please read all of the stated requirements to determine if you meet them.  Applicants must meet all of the stated minimum/special qualifications and additional requirements to be considered for this position.  Based on your responses to the qualifying questions, the system may automatically screen you out from further consideration.

 Required documents must be provided at the time of application.  Please remove any personal information such as photographs, date of birth, gender, social security number, and other protected information from your documents.  Documents containing protected information will be considered incomplete.  Incomplete applications will not be considered.

 Positions are subject to budget consideration and approval.  For the candidate who is hired into this position, salary placement will be based on guidelines in administrative policies and procedures or collective bargaining agreements (as applicable).  For this reason, please be sure to include everything in your application that you want the college to consider towards placement.

 The college does not sponsor employees in the visa application process if they intend to use this as their means to work in the United States.  This means that all required work visas must be in place and supported by appropriate evidence to be employed by Southwestern.

 Final candidates will be subject to a criminal background check as part of the employment process.

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REASONABLE ACCOMMODATION STATEMENT:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

 This job description is a general description of essential job functions.  It is not intended as an employment contract nor is it intended to describe all responsibilities, skills, effort, or work conditions associated with the job someone in this position would perform.  All employees of Southwestern Oregon Community College are expected to perform tasks as assigned by Southwestern Oregon Community College supervisory/management personnel regardless of job title or routine job duties.

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VETERAN'S PREFERENCE STATEMENT:

Applicants are eligible to use Veteran's Preference when applying with Southwestern Oregon Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015.  Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application.

 DOCUMENTS REQUIRED:

• MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) – OR – Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension.
• Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs. 
  • You can request copies of your military service record through the National Archives website at: http://www.archives.gov/veterans/military-service-records/

For information regarding Veteran's Preference qualifications, visit the following website: http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq

 NON-DISCRIMINATION:

It is the policy of Southwestern Oregon Community College Board of Education that there will be no discrimination or harassment on the grounds of race, color, gender, marital status, sexual orientation, religion, national origin, age, political affiliation, parental status, veteran status or disability in any educational programs, activities or employment.  Persons having questions about equal opportunity and nondiscrimination should contact Vice President of Administrative Services in Tioga 512.  Phone 541-888-7206 or TDD 541-888-7368.  All other issues, concerns, and complaints should also be directed to the Vice President of Administrative Services for referral to the appropriate Manager.

 Annual Campus Crime/Annual Fire Safety (Clery Act) Report

The "Jeanne Clery Disclosure for Campus Security Policy and Campus Crime Statistics Act" (formerly the Campus Security Act) is a federal law that requires institutions of higher education to disclose campus security information, including crime statistics for the campus and surrounding area. As a current or prospective Southwestern student or employee, you have a right to obtain a copy of this information. You may review this information here:  Annual Campus Crime/Annual Fire Safety (Clery Act) Report. You may also obtain a hard copy of this information upon request by contacting Administrative Services at 541-888-7206.

Salary : $45,395 - $49,137