Senior Higher Education Payroll Office Preaudit Clerk

Full-time (35 hrs.), calendar year, limited position funded through the Payroll Office.

About the Role

Process and perform preaudits on documents and computer files related to the college/university’s payrolls (State, student, temporary employees, and instructional) received from various departments, state agencies, and federal/state entities. Ensure accuracy, legality, and compliance with policies from the Council of Postsecondary Education, State of Rhode Island, and university guidelines.

Responsibilities

• Analyze payroll-related documents/reports to reconcile discrepancies and maintain confidential employee payroll records.
• Assist in developing, maintaining, and administering payroll systems, policies, and procedures; prepare reconciliations, reports, and analyses.
• Review approved personnel action forms, determine appropriate processes, calculate retroactive payments, and audit payroll vouchers for accuracy.
• Verify payroll data for compliance with contractual agreements, state/university rules, and policies prior to posting.
• Establish, track, and maintain employees’ leave balances (sick, vacation, personal, compensatory time).
• Review and process accrual changes, adjustments, discharges, leave requests, and termination balances.
• Maintain and update employee payroll records to ensure compliance with policies, contracts, and classifications.
• Update and maintain state and university payroll data using computer hardware and correct erroneous payments.
• Calculate and deposit employment and withholding taxes in a timely manner.
• Assist in preparing and issuing year-end wage and tax statements (W-2s) and calculate corrections as needed.
• Post employee time sheets to designated systems, ensuring proper approvals and adherence to policies.
• Prepare salary data reports for verification requests from mortgage companies, banks, attorneys, and federal/state agencies.
• Calculate and prepare check change forms for salary overpayments to correct records.
• Process retroactive adjustments to salary and fringe charges in the university’s accounting system.
• Stay current on changes in rules, policies, and procedures; revise processes due to contractual changes, pay periods, retroactive payments, pension plans, and other updates.
• Train, supervise, and evaluate assigned support staff and/or students performing payroll functions.
• Provide high-level service and assistance to employees with payroll-related questions and transactions.

Requirements

• Thorough knowledge of principles, practices, and techniques for administering a complex payroll system in higher education.
• Working knowledge of office practices and ability to evaluate payroll policies, procedures, and forms.
• Strong understanding of payroll laws, regulations, and compliance requirements.
• Ability to interpret and apply rules, regulations, and policies related to payroll administration.
• Strong interpersonal, verbal, and written communication skills; ability to prepare clear reports and analyses.
• Ability to maintain current knowledge of payroll processing requirements and developments.
• Strong analytical and problem-solving skills; ability to meet deadlines in a fast-paced environment.
• Ability to handle and safeguard sensitive and confidential information.
• Familiarity with spreadsheets, databases, word processing software, and related technology.
• Ability to establish collaborative working relationships with supervisors, departments, and external agencies.
• Ability to train, supervise, and evaluate support staff and/or students.

Qualifications

Education: High school diploma or equivalent, supplemented by courses in bookkeeping, accounting, or related subjects.

Experience: Minimum of 2 years as a payroll clerk or higher, with responsibility for payroll preparation/processing in a state agency or private business, or equivalent experience in a specific payroll function within a large organization.

Any combination of education and experience substantially equivalent to the above may be considered.

Benefits

• Generous benefits package including a tuition waiver for CCRI, RIC, and URI for the employee, spouse, and dependents (if applicable) per ESP-URI/NEA union guidelines.
• Paid time off, paid state holidays, and a mandatory retirement plan.
• Additional benefits available; visit www.exploreemployeebenefits.ri.gov for details.

Pay

Salary range: $53,382 - $59,294 (Pay Grade Level 319).

Schedule

Monday through Friday, 8:30 AM to 4:00 PM.