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Payroll Assistant or Payroll Assistant Trainee

Company: State University of New York at Cobleskill
Location: Cobleskill
Posted on: November 19, 2021

Job Description:

About SUNY Cobleskill: The State University of New York College of Agriculture and Technology at Cobleskill is an accredited polytechnic college that is primarily baccalaureate and residential. SUNY Cobleskill is one of few institutions in the United States where an undergraduate student may also choose to earn an associate degree. The College has an enrollment of approximately 2,500 students in 59 programs divided into two schools, Agriculture and Natural Resources; Business and Liberal Arts & Sciences. An economic engine for rural New York, SUNY Cobleskill is home to a wide array of extended learning and professional development opportunities. Modeling experiential education, SUNY Cobleskill is committed to providing small classes, excellent facilities, and a hands-on learning environment. Whether students plan to further their education or begin their professional careers, they graduate with the foundation to pursue their goals and to succeed. Job Description: The Office of Human Resources at SUNY Cobleskill seeks a customer service-oriented candidate, who is attentive to details and has the ability to manage multiple projects simultaneously for the position of Payroll Assistant. The selected candidate will receive on-the-job training with the SUNY Cobleskill's Payroll Examiner 1. This position is under the direct supervision of the Director of Human Resources. The ideal candidate will be able to demonstrate quality interpersonal, written and verbal communications skills, be able to work well individually and as part of a team and have previous payroll experience. As a Payroll Assistant/Trainee, you will prepare and process payroll transactions and related documents, answer standard payroll questions, and provide payroll customer service to agency employees by applying policies, rules, and regulations issued by the Office of the State Comptroller, the Department of Civil Service, and the Division of the Budget. Incumbents are engaged in tasks which require compliance with detailed procedures, the use of multiple computer software programs, and adherence to strict deadlines to ensure accurate and timely payroll submissions to control agencies. ILLUSTRATIVE DUTIES Process payroll documents and payroll transactions. * Check for completeness and process in appropriate computer systems payroll documents such as direct deposit forms, tax forms, and other forms related to payroll transactions * Review personnel transactions/information submitted to the payroll office by ensuring that position and employee information is complete and is consistently data entered in all relevant and controlling human resources and payroll computer systems. Data enter, update, or change information in payroll systems as necessary, and in human resources systems as prescribed by agency operations. Calculate salaries and other wage information for agency employees. * Calculate and process salary increases, longevity payments, and performance advances. * Calculate employee salaries taking into account eligibility for miscellaneous payments and additional factors. * May calculate adjusted earnings and taxes for employees as necessary to correct W-2 Wage Statements. Submit requests to issue corrected W-2 Wage Statements to the Office of the State Comptroller. * May reconstruct employee salary histories by following standard procedures to determine and/or verify appropriate salary. * May calculate, coordinate, and communicate back salary awards, settlements, penalties and garnishments in accordance with court orders, grievances, disciplinary proceedings, and arbitration decisions. * May calculate the number of pay periods of sick leave with half pay entitlement for employees by applying knowledge of Civil Service Law, Office of the State Comptroller rules and regulations, and negotiated agreements. * May review eligibility and adjust vacation, sick, and personal leave credits for part-time annual salaried employees using various reports to calculate the additional hours worked beyond their payroll percentage and the amount of leave credits to be adjusted under the guidelines set forth by the Department of Civil Service. * May be responsible for reviewing submitted time sheets to determine they are completed in accordance with Civil Service Time and Attendance Rules and contractually negotiated agreements. * May calculate and process overtime, holiday pay, inconvenience pay, recall pay, pre-shift briefing, lost time, extra-time, and other additional compensation payments. Conducts weekly audits to ensure employees are being paid in accordance with Department of Civil Service Rules, negotiated agreements, and Office of the State Comptroller Rules and Regulations. Provide customer service to agency employees on payroll and/or personnel related issues. * Answer various types of communications (phone, e-mail, and letters) from employees and managers concerning general payroll topics and specific personal status issues and inquiries. * Write responses to authorized inquiries from banks, insurance companies, and government agencies regarding standard employee wage and benefit information by using multiple systems to gather appropriate data. * May coordinate and deliver informational sessions and new employee orientation programs on a variety of general payroll, personnel, and benefit topics. * May be responsible for the administration and/or communication of programs such as Holiday Waiver Program, Productivity Enhancement Program, Vacation Exchange Program, Over 40 Compensation Program, Leave Donation Program, or other time and attendance and/or payroll related programs. May supervise the work of subordinate clerical staff in the processing of the basic and rudimentary payroll documents. * Review payroll documents processed or data entered by subordinate clerical staff to ensure that documents were completed and that transactions and information were data entered correctly * Assign document processing work to subordinates based on workload, type of transaction or document, or any other relevant division of labor. * Provide instruction and guidance to subordinate staff in identifying missing or obviously erroneous information, in obtaining corrected information, and in correctly processing documents and transactions. * Ensure that transactions and documents processed by subordinates are completed within prescribed deadlines. Under direction, may assist payroll supervisors in providing on-the-job training for Payroll Assistant Trainees. * May demonstrate payroll and human resources systems operations, data entry, basic report production, and other computer system related functions. * May assist trainees in locating and reviewing reference documents and materials which outline policies, procedures, and regulations relating to payroll and human resources issues. * May provide trainees with information and guidance on processing and preparing basic payroll transactions. * May provide trainees with an overview of basic agency payroll operations including the number of agency employees, payrolls, locations, negotiating units, and other information related to the overall make up of the agency payroll program. * May provide additional and more in-depth information and training on basic payroll transactions related to specific areas of the payroll program for which the trainee may be assigned. Assist agency payroll supervisors in resolving payroll certification issues and payroll processing errors. * Review standard payroll reports to ensure that payroll transactions are processed properly. * Refer more complicated and/or unresolved errors to a payroll supervisor or other position responsible for payroll and personnel transactions as appropriate. * Process corrective payroll or payroll related transactions in various computer systems to rectify payroll errors and/or certification issues. * Assist payroll supervisors in resolving more complicated issues by researching specific payroll topics and/or contacting control agency staff with specific questions or guidance requests. Other duties to be performed. * Participate in required meetings. * As a member of the HR staff, assist with and participate in various projects and initiatives * Trainees- after successful completion of a 12-month traineeship, you will automatically advance to Payroll Assistant. Requirements: Minimum Qualifications * Eligible for tranfer or reinstatement into the Payroll Assistant tile, or * Reachable on the Payroll Assistant Trainee list or eligible for transfer into the position. Preferred Qualifications In addition to the aforementioned minimum qualifications, it is preferred the candidate also have: * Previous payroll experience; preferably SUNY. Additional Information: * Traineeship is a SG 6 position, with a salary range of $31,870 - $39,423. * Payroll Assistant is a SG 9 position, with a salary range of $37,507 - $46,103. * The work schedule for this position is Monday through Friday either 7:30am to 3:45pm or 8am to 4:15pm. * This position offers full New York State benefits which are among the most comprehensive in the country. * SUNY Cobleskill is committed to providing a safe and productive learning and living community for our students and employees. To achieve that goal, we conduct background investigations for all final candidates being considered for employment. Any offer of employment is contingent on the successful completion of the background check. * This position may be designated 55 b/c and is subject to verification of applicant eligibility. SUNY Cobleskill is committed to fostering a diverse community of outstanding faculty, staff, and students, and ensuring equal educational and employment opportunity and access to services, programs and activities without regard to an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, or any other legally protected status. Individuals with disabilities requiring accommodation during the hiring process should contact the Human Resources Office at (518) 255-5514. Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at SUNY Cobleskill's Deputy Tile IX Coordinator for Employees is Nicole Field, who can be contacted via phone at 518-255-5514, email at, or mailing address of SUNY Cobleskill, Knapp Hall 123, 106 Suffolk Circle, Cobleskill, NY 12043. Application Instructions: The application review process will begin immediately and will continue until a suitable candidate is found. Priority is given to applications submitted by Novembe r24, 2021. A complete application consists of the following: 1. Letter of application, addressing qualifications, position responsibilities, and college values 2. Current CV or Resume 3. Names, emails and phone numbers of at least three professional references, preferably former supervisors

Keywords: State University of New York at Cobleskill, Albany , Payroll Assistant or Payroll Assistant Trainee, Human Resources , Cobleskill, New York

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