What are the responsibilities and job description for the Payroll Accountant position at Saint Mary's College?
Description
We are seeking a detail-oriented, organized, and proactive Payroll Accountant to join our Finance & Accounting team at a small private college. This position will play a critical role in ensuring the accurate and timely processing of payroll, as well as reconciling payroll records on a daily, monthly, and annual basis. The Payroll Accountant will be responsible for maintaining compliance with federal, state, and institutional payroll policies and procedures, while also serving as a trusted resource for payroll-related inquiries.
The Payroll Accountant is responsible for processing and reviewing all aspects of payroll for faculty, staff, and student employees on a regular schedule, whether bi-weekly, monthly, or otherwise. This includes ensuring the accuracy of deductions, tax calculations, and benefits deductions in accordance with applicable laws, institutional policies, and each employee’s individual status. The Payroll Accountant maintains accurate payroll records and a complete audit trail to support transparency and accountability.
In addition, this role involves reconciling payroll-related accounts such as tax liabilities and benefits deductions on a daily, monthly, and annual basis. The Payroll Accountant prepares and reviews payroll journal entries to ensure proper allocation of expenses across departments and programs, and generates detailed payroll reports for both internal departments and external agencies, including tax filings and benefits reports.
Compliance and accuracy are central to the position, requiring adherence to federal, state, and local payroll regulations, including tax reporting and wage laws. The Payroll Accountant assists with the preparation and filing of payroll-related forms such as W-2s, 1099s, and 941s at year-end and responds promptly to payroll inquiries from employees, HR, and other departments.
Collaboration is also key in this role. The Payroll Accountant works closely with HR to ensure employee records are current and compliant with both internal policies and government regulations, and provides payroll-related support to the Controller during audits and other fiscal year-end activities. Additionally, the accountant contributes to the development of payroll policies and procedures aimed at improving efficiency and compliance, and collaborates with the Cash Team to ensure payroll batches are accurately posted.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities and requirements.
Minimum Qualifications
- Bachelor’s degree in Accounting, Finance, or a related field, or equivalent work experience.
- Minimum of 2-3 years of payroll processing experience, preferably in an academic or non-profit environment.
- Knowledge of payroll systems and accounting software; experience with Oracle and ADP is a plus.
- Strong understanding of payroll tax regulations, benefits administration, and relevant labor laws.
- Exceptional attention to detail, with a strong commitment to accuracy and timely delivery.
- Ability to handle confidential information with discretion and professionalism.
- Strong communication and interpersonal skills, with the ability to work collaboratively across departments.
- Excellent organizational skills and the ability to manage multiple tasks simultaneously.
- Ability to sit for long periods of time and work at a computer.
- Occasional lifting of files or office materials up to 15 lbs.
Preferred Qualifications
- Knowledge of higher education payroll processes and compliance requirements.
- Experience with reconciling payroll accounts and preparing reports for audits.
- Familiarity with general accounting principles and financial reporting.
Schedule
40 Hours/ 12 Months/ Monday – Friday