Payroll Administrator

About the American Mathematical Society

The American Mathematical Society (AMS), founded in 1888, is a non-profit membership organization dedicated to advancing research and connecting the diverse global mathematical community through publications, meetings and conferences, MathSciNet, professional services, advocacy, and awareness programs. The AMS has 30,000 members worldwide and offices in Rhode Island, Michigan, and Washington, DC.

At the AMS we value excellence, inclusivity, and teamwork. We work at the forefront of advancing and connecting the diverse mathematical community worldwide, and are seeking curious, innovative, collaborative individuals to join our team.

About the Role

This role is responsible for processing employee wages accurately and timely, ensuring compliance with federal, state, and local regulations. It requires strong attention to detail, confidentiality, and knowledge of payroll systems and tax procedures. The position also handles accounts payable processing, ensuring timely and accurate payments, maintenance of A/P vendors, and addressing accounts payable inquiries.

Responsibilities

• Process biweekly payroll and all payroll-related transactions for the organization.
• Maintain and update employee payroll records (hours worked, deductions, bonuses, etc.).
• Calculate wages, overtime, and deductions (taxes, benefits, garnishments).
• Comply with all federal, state, and local labor laws and tax regulations.
• Prepare and file payroll tax reports, wage reports, and related documentation within the payroll system and state agency sites.
• Set up and maintain tax jurisdictions and rates (SIT, SUI, local taxes, etc.) within the payroll system.
• Oversee tax filings (corrections, reconciliations, and filings) within the payroll system.
• Process tax agency notices within the payroll system.
• Ensure W2s are accurate and filed by state and federal deadlines.
• Respond to employee inquiries regarding pay, taxes, and deductions.
• Assist with audits and provide payroll data as needed.
• Maintain, identify, and recommend updates to payroll-related software, systems, policies, and procedures.
• Organize payroll information to respond to periodic audits and external reporting requirements.
• Maintain confidentiality of employee compensation and personal information.
• Communicate with managers and employees to resolve timekeeping issues.
• Coordinate with Human Resources on payroll-related matters.
• Review, verify, and process vendor invoices accurately and in a timely manner.
• Maintain vendor information within the automated accounting system.
• Independently verify vendor banking information changes.
• Ensure compliance with company policies and accounting standards.
• Assist with month-end and year-end closing processes.
• Support audits by providing documentation and reports.
• Monitor and track expenses to ensure proper coding and approvals.
• Maintain vendor W-9 and W8-BEN files and related records, ensuring vendor tax information is complete and accurately entered to support IRS Form 1099 and Form 1042’s reporting requirements.
• Scan and deposit checks through bank scanning application.
• Serve as the primary point of contact for vendor payment inquiries.
• Notify departments of automatic payments withdrawn from bank accounts to ensure transactions are accurately recorded in the accounting system.
• Collaborate with department staff to resolve invoice, coding, and approval issues in a timely manner.
• Other duties as assigned.

Requirements

• Associate’s degree in accounting, finance, or related field, or equivalent combination of education and experience.
• 2+ years of experience with processing payroll.
• Proven experience in accounts payable or general accounting.
• Expert knowledge of payroll software (preferably ADP).
• Experience with accounting software (preferably Microsoft NAV or NetSuite).
• Expert knowledge of wage laws, tax regulations, and compliance requirements.
• Understanding of basic accounting principles.
• High level of accuracy and attention to detail.
• Ability to handle sensitive information with confidentiality.
• Ability to manage multiple tasks and meet deadlines.

Skills

• Demonstrates understanding of organization’s mission, structure, culture, and constituencies.
• Demonstrates knowledge of own department’s work activities and mission; understands how own job impacts the work of the department.
• Responds positively to changes in the organization and the workplace.
• Demonstrates flexibility in responding to work demands.
• Demonstrates and communicates respect for the opinions and beliefs of other people at all levels and fosters a climate of mutual respect.
• Plans and organizes work effectively.
• Accepts accountability for job performance and results.
• Works effectively with others in a variety of settings.
• Uses communication tools effectively (e.g., presentation, verbal, writing, relationship building, negotiating, listening) to meet the needs of the audience and/or situation.
• Maintains professional composure in challenging situations.
• Exercises discretion in identifying, handling, and safeguarding confidential information.
• Addresses issues constructively, building cooperative relationships within and across departments.
• Receptive to feedback and willing to try different approaches to achieve the best results.

Benefits

• Excellent work-life balance with potential for hybrid work.
• 9.5% employer contribution to 403(a) Retirement Plan.
• 100% employer-paid Life, AD&D, Short- and Long-Term Disability Insurance.
• Medical and dental coverage with employer cost share.
• Voluntary vision, Life/AD&D, and Long-term Care Insurance available through payroll deduction.
• 12 paid holidays.
• Generous paid time off.
• Technology equipment reimbursement for applicable roles.
• Tuition reimbursement.

Schedule

This position is required to be in-office. Extended work hours may be required to meet project deadlines or resolve unexpected problems. Travel is less than 5%.

Physical Demands

• Performing primarily sedentary work with limited physical exertion and lifting up to 25 lbs.
• Duties performed may cause light fatigue of eyes, fingers, or other faculties due to long periods of standing, sitting, or repetitive motion.
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices.
• Capable of reliable attendance in the office during scheduled work hours.

Work Environment

Typical office environment, climate-controlled, with minimal noise.