The Payroll Specialist is responsible for accurate processing of semi-monthly, payment requests (Honorariums, bonus supplements, PhD stipends), and off-cycle requests for Johns Hopkins School of Advanced International Studies (SAIS) through collaboration with HR/Payroll Shared Services, Academic Affairs, Faculty Affairs, and other internal departments according to federal, state and local laws and University policy. The incumbent in this role will also serve as the SAP reporting expert as it relates to payroll actions for the School. In addition, responsible for coordinating the reconciliation and systems control of the school's annual budget, financial analysis and special projects.
Manage and administers all day-to-day payroll processing, payroll accounting, E210 employee time reporting, payroll analysis and payroll reporting in accordance with all federal, state and local tax laws, JHU policies and procedures.
Design and implements internal controls to ensure the integrity of payroll administration processes ensure accurate and timely payment and reporting.
Responsible for managing payroll annual/merit review process and reporting.
Develop and implement appropriate payroll related procedures (both systematic and user functional) to ensure data integrity, while minimizing the manual effort to ensure compliance.
Assess current payroll resources including technology and processes to identify, recommend, and upon approval, implement prioritized solutions to achieve payroll transactional efficiencies.
Work with internal departments to resolve issues and streamline payroll processes.
Provides routine reports to ensure payroll information is accurately reflected it the budget.
Produce weekly, monthly, and quarterly reports and ad hoc reporting to ensure data integrity.
Responsible for the data integrity with the Human Resources Information System (HRIS) (SAP) ensures data and configuration changes are accurate.
Responsible for maintaining confidential employee data.
Responsible for reviewing faculty and staff human resource/payroll documentation (including offer letters, promotional letters, termination letters, salary reduction letters and ensuring the data is recorded accurately in the HRIS system.
Addresses all payroll issues for all employees, in a friendly, helpful manner maintains a high level of customer service.
Analyze financial impact to budgets of hiring new faculty and staff, faculty and staff raise, bonuses, etc.
Develop reports for forecasting, trending and results analysis.
Timely and routinely monitors budget line approval and expiration dates and partners with Finance Office (including Sr. Associate Dean) to identify and implement budget line changes or prepares e-forms.
Oversees the payroll distribution and monthly financial reconciliation process for all Payroll, including reconciliation against actual contracts. Identifies any inconsistencies, potential problems, conducts appropriate research and follows-up on any problems, including contacting and working with faculty and staff regarding overpayment issues and ensuring restitution.
Develops, manipulates and structures financial reports for financial analysis, forecasting, trending and results analysis, as it relates to payroll expenditures.
Determines projections related to personnel expenditures to be used in annual budget planning and development and determines projects and analysis as requested by School leadership to support business planning decisions with a potential payroll cost impact.
Assists the Sr. Associate Dean for Finance and Operations and HR Manager in various financial or HR projects that have a payroll component.
Takes pro-active steps to minimize overpayments. Following monthly reconciliation identifies any overpayments and reasons for overpayments. Identifies procedure or other changes that could resolve issue causing the overpayment. Works with JHU Departments and impacted staff and faculty to communicate that the overpayment occurred, prepares overpayment letters, works with staff and faculty to develop repayment plans, tracks overpayments, sends out follow up letters as needed and refers unresolved over payments to collections as appropriate.
Other Duties as assigned
High School Diploma required.
3 years' payroll or related work experience required.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.
Bachelor's Degree preferred
Special Knowledge, Skills, and Abilities:
Successful execution will require innovative thinking in a complex environment, in conjunction with using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
General understanding of principles and procedures for accounting, compensation and benefits, and personnel information systems.
Exceptional communication skills needed, with the ability to effectively convey thoughts and ideas, both written and verbally.
Outstanding customer service skills with the ability to give full attention to customers and clients while understanding the message being communicated, and asking questions as appropriate to ensure the inquiry or request receives a suitable response.
Demonstrate initiative through contribution of ideas and, when needed, re-engineering workflow and processes to establish more efficient ways of working.
Ability to work effectively as part of a team in a fast-changing environment with limited supervision, while maintaining a supportive work atmosphere.
Experience in managing confidential and sensitive materials, with the ability to maintain confidentiality.
Possess the ability to multitask and prioritize, while being adaptive and accepting of new ideas and a willingness to approach new challenges and adjusts plans to meet new priorities.
Commitment to diversity and to serving the needs of a diverse population.
Strong knowledge of administrative and clerical procedures and systems such as Microsoft Office Suite (Word, Excel, PowerPoint), managing files and records, designing forms, and other office procedures and terminology.
Knowledge of federal, state and local employment laws, specifically in relation to pay practices.
Strong knowledge of arithmetic with the ability to apply the correct mathematical methods or formulas to solve a problem.
Classified Title: Payroll Specialist Working Title: Payroll Administrator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: M-F/8:30am-5:00pm Exempt Status: Non-Exempt Location: 01-DC:District of Columbia Department name: 10000886-Finance and Administration Personnel area: SAIS
The successful candidate(s) for this position will be subject to a pre-employment background check.
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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.