Staff Job Description

HRF5005 REV. 6/24/2020

DATE POSITION # POSITION TITLE

06/18/2020 FS9891 Payroll Staff

DIVISION DEPARTMENT PAY TABLE/LEVEL/GRADE REPORTS TO:

Financial Services Payroll and Financial Reporting

Full-Time Professional Support 5

FA9731-Director of Payroll Operations

STATUS: Please select the appropriate boxes that apply.

Regular/Continuing:☒ Bargaining Unit: ESP

Non-Bargaining: ☐ Provisional/Grant

Funded: ☐

Temporary/Limited

Duration: ☐

Individual Position: ☐ Full-Time (40

hrs/wk): ☒ Part-Time: ☐ ____ Hrs/Week

Pooled Position: ☐ Type here # of Employees if this position is pooled.

JOB SUMMARY: This section should summarize the overall purpose (“mission”) of this job in 1-4 sentences. Briefly describe the primary reason the job exists at LCC.

Responsible for meeting the college’s obligation to compensate, on a biweekly basis, approximately 2,500 college employees in an accurate and timely manner. Fulfill all obligations for mandatory and statistical reporting that are a result of the bi-weekly pay. Assist the Director of Payroll Operations by compiling, analyzing, and assessing data. Troubleshoot with and instruct employees and departments on campus with information regarding the use of the Human Resource Time Reporting and Payroll systems. Responsible for payroll presentations and trainings at various campus locations and departments.

DIRECT REPORTS: If this is a supervisory position (authority to hire, assign, discipline, approve timesheets), list position #s of those supervised).

Type here

ESSENTIAL DUTIES AND RESPONSIBILITIES: Identify and describe the essential duties and responsibilities, i.e., what actions are done and what are the expected results. Most jobs can be described using 5-10 statements. List in priority order, beginning with top priority/must get done, with approximate percent for each (e.g. 20% 1. Reconciles grand fund expenditures to balance monthly budget). “Other duties, as assigned,” are implicit in all position descriptions.

% NO. Essential Duties and Responsibilities

20 1 Process accurate compensation paperwork for all college employees in a timely manner to include, but not limited to:

% NO. Essential Duties and Responsibilities

I. Time Sheets (verify, post, and data enter) II. Alternative Payment Forms (verify, post, and data enter)

III. Garnishments, Levies, and Friend of the Court (calculate bi-weekly) IV. Tax Sheltered Annuities (403b, 457, Office of Retirement Services, Opt. Retirement Plan) V. Bonds

VI. Employee Deductions (Voluntary and Involuntary deductions)

10 2 Responsible for anticipating, determining, working with technical analysts, testing and approving

changes to payroll/part-time agreement software programs which may be required, based on changing federal, state, and local laws/regulations and union contracts.

10 3 Complete payroll processing.

5 4 Run the necessary processes to produce the biweekly payroll checks

5 5 Originate payroll reports biweekly, monthly and as needed based on information stored in the Human Resource system

5 6 Edit, analyze, and verify reports (note: run daily, weekly, and biweekly)

5 7 Collect analyze, and audit payroll data unique to payroll, to ensure accuracy.

5 8 Communicate information with other College personnel and/or off campus agencies to provide instruction in payroll procedures, in addition, analyze and resolve problems.

5 9

Compile data for and distribute forms and reports for I.R.S., State of Michigan, and Retirement I. Biweekly TDP (Tax Deferred Payment)

II. Biweekly Michigan New Hire III. Biweekly Federal Tax Deposit IV. Biweekly Michigan State Withholding V. Biweekly Social Security Deposits

VI. Monthly Bureau of Research & Statistics Report VII. Monthly ORP (Optional Retirement Plan)

VIII. Monthly Retirement Reports IX. Monthly U.S. Department of Labor Report X. Annual W-2s

5 10

Compile data and process weekly, bi-weekly, monthly, and quarterly reports as required by the Michigan Public Schools Retirement System (MPSERS) including, but not limited to:

I. Final Payroll Detail reports II. MPSERS Payroll Upload report

III. MPSERS Download Detail Report IV. MPSERS Adjustments V. MPSERS Statement Retention/Processing

VI. New Hire MPSERS/ORP Benefit Enrollment

5 11 Process the payroll liabilities/deduction register bi-weekly, create CRVs, and distribute to Finance Dept in a timely and accurate manner.

5 12 Process employee Time & Attendance from the Timecard Adjustments through the payroll system.

5 13 Process employee verification of employment (VOE) on request.

2 14 Transmit uploads to various vendors to complete bi-weekly liability payment processes after payroll is complete.

2 15 Assist in the preparation and data entry of deferred pay at the start of each academic year for Full Time Faculty Staff.

1 16 Maintain “locations” in the finance system for pro-ration of the city taxes at the year-end W-2 cycle.

1 17 Prepare and maintain Payroll Processes and Procedures manual.

1 18 Have a working knowledge of Finance, Student and all modules in Human Resource systems.

1 19 Provide support to other areas on campus.

Staff Job Description

HRF5005 REV. 6/24/2020

% NO. Essential Duties and Responsibilities

1 20 Answer department calls relative to earnings, deductions, retirement, timecard processes and bi-weekly payroll. Greet department walk ins as well.

1 21 Perform other related work as assigned by supervisor.

CORE COMPETENCIES: Record the knowledge, skills and abilities necessary to perform the essential functions of this position. Provide descriptions of core competencies below (e.g. communication, customer service, decision-making, leadership, problem-solving, etc.). An incumbent or applicant must be able to demonstrate and results must be measurable.

Ability to complete tasks.

Processes accurately and timely.

Attention to detail.

Strong customer service skills.

Problem solving aptitude.

Self-motivated.

Works well in a team environment.

Strong organizational skills.

Ability to analyze/interpret data and take appropriate action.

Experience using Microsoft Office and 10-key. KNOWLEDGE: Technical, specialized, disciplinary, industry-specific and/or operational knowledge or understanding required in your job

Proficient use of Human Resource, Student, and Finance modules.

Proficient in spreadsheet, database, and word processing applications.

Full knowledge of I.R.S., State of Michigan, and Retirement working tax laws and regulations.

Understanding and ability to process and calculate garnishments, tax levies, and friend of the court orders.

Experience working with multiple collective bargaining units. COMMUNICATION/INFLUENCE: Requirements for listening, verbal communication and/or written communication with others, and/or for educating, training, persuading, serving and/or otherwise influencing “customers”.

Ability to interact efficiently and effectively with Lansing Community College employees, departments, and outside agencies.

Ability to verbally articulate practices and procedures to employees, departments, and outside agencies.

Effective listening skills are necessary to comprehend, analyze, and solve issues raised by internal and external customers/employees.

Ability to develop clear and concise written documentation in the form of procedure manual and training material for use within the department.

Ability to adapt to changing situation and priorities when warranted. PROBLEM SOLVING: Thinking required by the job for evaluating, analyzing, creating, and reaching conclusions and the need to identify obstacles and develop applicable solutions.

CORE COMPETENCIES: Record the knowledge, skills and abilities necessary to perform the essential functions of this position. Provide descriptions of core competencies below (e.g. communication, customer service, decision-making, leadership, problem-solving, etc.). An incumbent or applicant must be able to demonstrate and results must be measurable.

Strong analytical and critical thinking skills are necessary in order to analyze problems and quickly determine practical, efficient solutions.

Ability to anticipate the probable outcome of a situation before it occurs to deflect potential problems.

Ability to interpret and analyze situations and move to resolution based on law, contract, or college practice.

Must be able to react quickly and rationally in crisis situation. LEADERSHIP: Required ability to manage people, department(s) and/or operations and/or provide guidance/counsel to others.

Provide direction to departments on system use, forms, and procedures.

Give guidance to employees on specific payroll forms and deductions.

Give guidance and direction to a full-time temporary and a part-time support staff.

Assist in prioritizing payroll procedures and various requests. OTHER: Other applicable skills and abilities not mentioned above.

Effectively manage and balance multiple priorities, and efficiently handle assignments or projects to meet strict deadlines and/or department goals.

Possess a high level of initiative, motivation, and ingenuity.

Ability to independently perform a variety of duties, follow directions, work autonomously, organize, set, and balance multiple priorities, and document projects.

Must possess excellent organizational skills and be detail-oriented, with a special attention to payroll processes and reporting instructions.

Must have the ability to learn new systems and processes quickly and efficiently.

Area clerical duties (i.e.: typing, filing, sorting, setting up forms)

EDUCATIONAL/EXPERIENCE REQUIREMENTS: Identify the education and/or equivalent combination of education and experience, plus additional specific years of experience, certifications, licenses and/or special training required to perform the essential functions of this job.

Required Minimum Qualifications:

Associate’s Degree required, in accounting, finance, or related field; or comparable combination of relevant education and experience.

Experience working in payroll or a closely related field required.

Experience with data entry and computer applications preferably with a payroll software.

Experience with Microsoft Office programs and 10-key required. Preferred Preferred Qualifications:

Bachelor’s Degree preferred, in accounting, finance, or related field.

MPSERS Employer reporting experience strongly preferred.

W-2/W-2C processing and reporting experience preferred.

Staff Job Description

HRF5005 REV. 6/24/2020

PHYSICAL AND MENTAL REQUIREMENTS: Complete the physical and mental demands on the attached ADA Checklist that must be met to successfully perform the essential functions of this job. Mobility around the LCC campus is a normal part of the position’s functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Go to the ADA Checklist

WORK ENVIRONMENT: Complete the work environment characteristic on the attached ADA Checklist that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Go to the ADA Checklist

SIGNATURES

Supervisor’s Name: Stephanie Dodge Supervisor’s Signature: __ ____ Date: __6/18/20____

Dean/ELT’s Name: Donald Wilske Dean/ELT’s Signature: __ ____ Date: __6/18/20_____

HR Rep: Sydney Glasscoe HR Rep Signature: __ _______ Date: __6/18/20____

ADA COMPLIANCE JOB DESCRIPTION CHECKLIST (The immediate supervisor is responsible for completion of this

form. Fill in more information as need that apply to the essential job duties for the attached job description.)

Position #: Type here Date: Click or tap to enter a date. Supervisor’s Position #: Type here

Materials Used:

☒ Computer keyboard, mouse, screen

☒ Various software

☒ Telephone, cell phone, mobile device

☒ Paper and pencil/pen

☒ Projector or other audiovisual equipment

☒ Copier, scanner, fax

☐ Carpentry equipment

☐ Electrical equipment

☐ Plumbing equipment

☐ Other: Click or tap here to enter text.

Mental Functions:

☒ Comparing (compare/contrast data, people, other data)

☒ Synthesizing (combine data, concepts, interpretations)

☒ Computing (math calculations or carrying out formula operations)

☒ Compiling (gathering, classifying, evaluating data, people, other data)

☒ Copying (entering, posting, transcribing data)

☒ Analyzing (examining, testing data, presenting alternatives)

Audio/Visual/Aural Functions:

☒ Talking (expressing ideas, thoughts, language, conveying details accurately and clearly)

☒ Hearing (receive details through oral communication, make fine differences in sound with other

sound interference)

☒ Near acuity (at 20 inches or less when accuracy is essential)

☒ Far acuity (more than 20 inches when day and night/dark conditions are essential)

☒ Depth perception (3 dimensional vision, judge distances, space)

☒ Color vision (distinguish colors)

☒ Field of vision (up/down and right/left)

Staff Job Description

HRF5005 REV. 6/24/2020

☐ Flavors & odors (distinguish similarities, differences, intensities, qualities using tongue & nose)

Movement, Strength, Repetition Functions:

☐ Climbing

☐ Kneeling

☒ Reaching

☐ Balancing

☐ Crouching

☒ Grasping

☐ Stooping

☐ Crawling

☒ Picking/Typing/Keyboarding

☒ Sedentary (exert up to 10 lbs of force to lift, carry, push, pull, move objects; sit most of time)

☐ Light (exert up to 20 lbs of force to lift, carry, push, pull, move objects; walk/stand occasionally)

☐ Medium (exert 21-50 lbs of force, walk/stand frequently)

☐ Heavy (exert 51-100 lbs of force, walk/stand routinely)

☐ Very Heavy (exert over 100 lbs of force, walk/stand routinely)

Environmental Conditions

☐ Weather (rain, snow, wind)

☐ Extreme cold (inside, outside)

☐ Extreme heat (inside, outside)

☐ Confined/restricted spaces

☐ Hazards (fumes, odors, dust, toxic chemicals, allergens, poor ventilation)

☐ Vibrations

☐ Extreme noises