Address
Form of workPosition Details
Position Information
Department
Central Payroll Office (QCU)
Classification Title
Fiscal Coordinator 1
Job Title
Payroll Accounting Specialist (Fiscal Coordinator 1)
Appointment Type
Classified Staff
Job Location
Corvallis
Benefits Eligible
Full-Time, benefits eligible
Employment Category
Regular
Job Summary
This recruitment will be used to fill two full-time Payroll Accounting Specialist (Fiscal Coordinator 1) positions within the Business Services unit at Oregon State University. Please note under position duty section there are slightly different duties for the two positions.
Business Services is a unit within the OSU Division of Finance and Administration (DFA) Controller's Unit, and includes Payroll, Student Account Services, and general Billing & Receivable Services. Business Services personnel operate in accordance with Federal, State, and OSU policies, laws, and regulations; as well as the requirements of various public and private sources of University funds. Business Services maintains positive collaborative partnerships with other OSU units in order to promote student access and success, and protect the assets of the University.
All Business Services staff are responsible for ensuring the highest level of quality in all work products, creating a positive public image for the unit and OSU, and providing exceptional customer service. Primary to providing customer service, OSU is a collaborative, inclusive and caring community that strives for equity and equal opportunity; creating a welcoming environment to enable success for people from all walks of life; sharing common, fundamental values grounded in justice, civility and respect.
This position is part of the Payroll Accounting & Compliance team, and performs accounting tasks including payroll vendor reporting, payment processing, and fund reconciliation. The incumbent performs annual procedure review and implementation that is necessary to stay current with regulation changes. The incumbent will also provide payroll back up support to other members of the Business Services team. This position is part of a team that is expected to provide exceptional customer service contributing to a positive experience and work environment for all employees. OSU is a collaborative, inclusive, and respectful community that strives for equity and equal opportunity in everything we do, creating a welcoming work environment and campus community for colleagues to enable success for all people across campus.
Why OSU?
Working for Oregon State University is so much more than a job!
Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don't wait for challenges to present themselves - we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.
FACTS:
• Top 1.4% university in the world
•More research funding than all public universities in Oregon combined
•1 of 3 land, sea, space and sun grant universities in the U.S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 cultural resource centers that offer education, celebration and belonging for everyone
• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
•35k+ students including more than 2.3k international students and 10k students of color
•217k+ alumni worldwide
• For more interesting facts about OSU visit: https://oregonstate.edu/about
Locations:
Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.
Oregon State's beautiful, historic and state-of-the-art main campus is located in one of America's best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.
Total Rewards Package:
Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:
• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
•Free confidential mental health and emotional support services, and counseling resources.
•Retirement savings paid by the university.
• A generous paid leave package, including holidays, vacation and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
•Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Key Responsibilities
Position 1
30% PAYROLL TAX REPORTING AND PAYMENT PROCESSING
Processes various payroll tax reports and payments. Analyzes and prepares monthly, quarterly, and yearly payroll tax filing reports for state and local authorities. Ensures compliance with local, state, and federal regulations, and files local and state tax returns. Enters vendor remittances for various payments to entities that may include tax agencies, PEBB, PERS, and other payroll vendors. Enters Journal Vouchers to record these payments in Banner. Frequent contact with other state agencies and vendors in order to exchange information, address procedural questions, collect data, provide assistance, and problem-solve.
20% FUND / ACCOUNT ANALYSIS
Applies accounting theory and knowledge of GAAP, fund accounting, legal requirements and internal control procedures to analyze, audit and reconcile a number of payroll clearing funds/accounts. Traces errors through the Banner accounting system and implements necessary corrections in accordance with legal requirements and generally accepted accounting principles. Resolves payroll related accounting problems by utilizing understanding of governmental account relationships. Prepares and processes journal vouchers as needed. Conforms to accounting system controls as mandated by institution policies and State statutes.
20% PUBLIC EMPLOYEE RETIREMENT SYSTEM ("PERS") ACCOUNT 1033 VERIFICATION SERVICES
(i) Verifies and updates, to the extent data is available, monthly account 1033 retiree lists received from PERS and provides report to benefits officer
(ii) Researches and completes requests for employment history and salary details for PERS members associated with the OUS ER 1033 account, as requested by PERS through the PERS EDX work list system, and,
(iii) Serves as Web Administrator for PERS EDX system on behalf of universities, performing such duties as granting access and setting passwords, specific to 1033 account.
10% WORK STUDY ADMINISTRATION & RECONCILIATION
Oversees and conducts Work Study pay administration, including reconciliation, and billing for multiple work-study funds.
15% GENERAL PAY ADMINISTRATION & SUPPORT
Provides general payroll office support. Provides backup to Payroll staff, requiring knowledge of basic pay types, specific transactions and how to correctly administer them. Enters and calculates manual checks for all pay types, determines appropriate deductions are set up based on position. Determines if employee is benefits eligible while verifying benefit codes are run correctly. Reviews for accuracy and completeness.
5% OTHER DUTIES AS ASSIGNED
Position 2
30% PAYROLL TAX REPORTING AND PAYMENT PROCESSING
Processes various payroll tax reports and payments. Analyzes and prepares monthly, quarterly, and yearly payroll tax filing reports for state and local authorities. Ensures compliance with local, state, and federal regulations, and files local and state tax returns. Enters vendor remittances for various payments to entities that may include tax agencies, PEBB, PERS, and other payroll vendors. Enters Journal Vouchers to record these payments in Banner. Frequent contact with other state agencies and vendors in order to exchange information, address procedural questions, collect data, provide assistance, and problem-solve.
20% FUND / ACCOUNT ANALYSIS
Applies accounting theory and knowledge of GAAP, fund accounting, legal requirements, and internal control procedures to analyze, audit, and reconcile a number of payroll clearing funds/accounts. Traces errors through the Banner accounting system and implement necessary corrections in accordance with legal requirements and generally accepted accounting principles. Resolves payroll related accounting problems by utilizing understanding of governmental account relationships. Prepares and processes journal vouchers as needed. Conforms to accounting system controls as mandated by institution policies and State statutes.
20% OUT OF STATE EMPLOYEE COMMUNICATION/TRACKING
Contacts employees with out of state job locations to verify work location. Works with employees to determine if Oregon state income tax withholdings should be taken in addition to home state taxes. Sets up correct tax withholding deductions in Banner.
15% GARNISHMENT ADMINISTRATION
Determines validity of legal garnishment served using State and Federal laws. Sends garnishment response as legally required dependent on type of garnishment received. Interprets State and Federal laws to evaluate priority of garnishment served when existing garnishment is on file. Determines withholding start and stop dates. Calculates writ of garnishments. Determines percentage withholding and exemption rules for each type of garnishment processed. Inputs calculated amounts into Banner ensuring accuracy. Reconciles payments requested and amounts withheld. Creates invoices and mails payments to vendors in appropriate and legal time frames.
7% PAYROLL PAYMENT APPROVAL AND BACKUP BANKING SUPPORT
Reviews accuracy and approves payments in JPMorgan online banking for all payroll deduction payments (including but not limited to: tax payments for IRS and state of Oregon, PEBB health insurance, PERS, other retirement plans, all other states, etc.) Serves as the backup for reviewing accuracy of JPMorgan check coding for cashed checks and positive pay exceptions in both JPMorgan and Oregon State Treasury bank accounts.
5% TAXABLE/NON-TAXABLE ADJUSTMENTS
Processes and researches each transaction to verify accurate information in order to determine taxable implications within IRS/DOR regulations. Uses in depth knowledge of tax implications for each type of refund or adjustment processed in order to maintain tax compliance as they may impact W2 reporting fields.
3% OTHER DUTIES AS ASSIGNED
What We Require
A Bachelor's degree with 24 quarter (16 semester) hours of accounting courses and two years of accounting experience*; OR a CPA or PA certificate and two years of accounting experience*; OR 24 quarter (16 semester) or 240 clock hours of accounting courses and three years of accounting experience*.
*Accounting experience must include at least 6 of the following: documenting and resolving problems within an accounting system; classifying revenues and expenditures to funds and accounts; ensuring accounting system conforms with applicable controls; reconciling accounts to general or control ledgers; preparing journal vouchers; applying accounting principles to one or more functional areas; i.e., AR, AP, etc.,: tracing errors through accounting system; processing data using a computer; communicating technical material orally and in writing; applying computer report information; knowledge of governmental and fund accounting; applying PC spreadsheet, database, and word processing software.
All courses must be from accredited colleges, universities, or private vocational schools.
Transcripts must be submitted for all required and/or related courses.
What You Will Need
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
What We Would Like You to Have
Working Conditions / Work Schedule
M-F, 8am - 5pm. Busy office environment. Extended periods sitting at a workstation. Pressure to meet deadlines with competing priorities. May involve the need to work hours above the normal business day. This position, with supervisor and/or director approval, is eligible for a hybrid (on-site and remote work) work schedule.
Pay Method
Position Information
Department
Central Payroll Office (QCU)
Classification Title
Fiscal Coordinator 1
Job Title
Payroll Accounting Specialist (Fiscal Coordinator 1)
Appointment Type
Classified Staff
Job Location
Corvallis
Benefits Eligible
Full-Time, benefits eligible
Employment Category
Regular
Job Summary
This recruitment will be used to fill two full-time Payroll Accounting Specialist (Fiscal Coordinator 1) positions within the Business Services unit at Oregon State University. Please note under position duty section there are slightly different duties for the two positions.
Business Services is a unit within the OSU Division of Finance and Administration (DFA) Controller's Unit, and includes Payroll, Student Account Services, and general Billing & Receivable Services. Business Services personnel operate in accordance with Federal, State, and OSU policies, laws, and regulations; as well as the requirements of various public and private sources of University funds. Business Services maintains positive collaborative partnerships with other OSU units in order to promote student access and success, and protect the assets of the University.
All Business Services staff are responsible for ensuring the highest level of quality in all work products, creating a positive public image for the unit and OSU, and providing exceptional customer service. Primary to providing customer service, OSU is a collaborative, inclusive and caring community that strives for equity and equal opportunity; creating a welcoming environment to enable success for people from all walks of life; sharing common, fundamental values grounded in justice, civility and respect.
This position is part of the Payroll Accounting & Compliance team, and performs accounting tasks including payroll vendor reporting, payment processing, and fund reconciliation. The incumbent performs annual procedure review and implementation that is necessary to stay current with regulation changes. The incumbent will also provide payroll back up support to other members of the Business Services team. This position is part of a team that is expected to provide exceptional customer service contributing to a positive experience and work environment for all employees. OSU is a collaborative, inclusive, and respectful community that strives for equity and equal opportunity in everything we do, creating a welcoming work environment and campus community for colleagues to enable success for all people across campus.
Why OSU?
Working for Oregon State University is so much more than a job!
Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don't wait for challenges to present themselves - we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.
FACTS:
• Top 1.4% university in the world
•More research funding than all public universities in Oregon combined
•1 of 3 land, sea, space and sun grant universities in the U.S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 cultural resource centers that offer education, celebration and belonging for everyone
• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
•35k+ students including more than 2.3k international students and 10k students of color
•217k+ alumni worldwide
• For more interesting facts about OSU visit: https://oregonstate.edu/about
Locations:
Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.
Oregon State's beautiful, historic and state-of-the-art main campus is located in one of America's best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.
Total Rewards Package:
Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:
• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
•Free confidential mental health and emotional support services, and counseling resources.
•Retirement savings paid by the university.
• A generous paid leave package, including holidays, vacation and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
•Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Key Responsibilities
Position 1
30% PAYROLL TAX REPORTING AND PAYMENT PROCESSING
Processes various payroll tax reports and payments. Analyzes and prepares monthly, quarterly, and yearly payroll tax filing reports for state and local authorities. Ensures compliance with local, state, and federal regulations, and files local and state tax returns. Enters vendor remittances for various payments to entities that may include tax agencies, PEBB, PERS, and other payroll vendors. Enters Journal Vouchers to record these payments in Banner. Frequent contact with other state agencies and vendors in order to exchange information, address procedural questions, collect data, provide assistance, and problem-solve.
20% FUND / ACCOUNT ANALYSIS
Applies accounting theory and knowledge of GAAP, fund accounting, legal requirements and internal control procedures to analyze, audit and reconcile a number of payroll clearing funds/accounts. Traces errors through the Banner accounting system and implements necessary corrections in accordance with legal requirements and generally accepted accounting principles. Resolves payroll related accounting problems by utilizing understanding of governmental account relationships. Prepares and processes journal vouchers as needed. Conforms to accounting system controls as mandated by institution policies and State statutes.
20% PUBLIC EMPLOYEE RETIREMENT SYSTEM ("PERS") ACCOUNT 1033 VERIFICATION SERVICES
(i) Verifies and updates, to the extent data is available, monthly account 1033 retiree lists received from PERS and provides report to benefits officer
(ii) Researches and completes requests for employment history and salary details for PERS members associated with the OUS ER 1033 account, as requested by PERS through the PERS EDX work list system, and,
(iii) Serves as Web Administrator for PERS EDX system on behalf of universities, performing such duties as granting access and setting passwords, specific to 1033 account.
10% WORK STUDY ADMINISTRATION & RECONCILIATION
Oversees and conducts Work Study pay administration, including reconciliation, and billing for multiple work-study funds.
15% GENERAL PAY ADMINISTRATION & SUPPORT
Provides general payroll office support. Provides backup to Payroll staff, requiring knowledge of basic pay types, specific transactions and how to correctly administer them. Enters and calculates manual checks for all pay types, determines appropriate deductions are set up based on position. Determines if employee is benefits eligible while verifying benefit codes are run correctly. Reviews for accuracy and completeness.
5% OTHER DUTIES AS ASSIGNED
Position 2
30% PAYROLL TAX REPORTING AND PAYMENT PROCESSING
Processes various payroll tax reports and payments. Analyzes and prepares monthly, quarterly, and yearly payroll tax filing reports for state and local authorities. Ensures compliance with local, state, and federal regulations, and files local and state tax returns. Enters vendor remittances for various payments to entities that may include tax agencies, PEBB, PERS, and other payroll vendors. Enters Journal Vouchers to record these payments in Banner. Frequent contact with other state agencies and vendors in order to exchange information, address procedural questions, collect data, provide assistance, and problem-solve.
20% FUND / ACCOUNT ANALYSIS
Applies accounting theory and knowledge of GAAP, fund accounting, legal requirements, and internal control procedures to analyze, audit, and reconcile a number of payroll clearing funds/accounts. Traces errors through the Banner accounting system and implement necessary corrections in accordance with legal requirements and generally accepted accounting principles. Resolves payroll related accounting problems by utilizing understanding of governmental account relationships. Prepares and processes journal vouchers as needed. Conforms to accounting system controls as mandated by institution policies and State statutes.
20% OUT OF STATE EMPLOYEE COMMUNICATION/TRACKING
Contacts employees with out of state job locations to verify work location. Works with employees to determine if Oregon state income tax withholdings should be taken in addition to home state taxes. Sets up correct tax withholding deductions in Banner.
15% GARNISHMENT ADMINISTRATION
Determines validity of legal garnishment served using State and Federal laws. Sends garnishment response as legally required dependent on type of garnishment received. Interprets State and Federal laws to evaluate priority of garnishment served when existing garnishment is on file. Determines withholding start and stop dates. Calculates writ of garnishments. Determines percentage withholding and exemption rules for each type of garnishment processed. Inputs calculated amounts into Banner ensuring accuracy. Reconciles payments requested and amounts withheld. Creates invoices and mails payments to vendors in appropriate and legal time frames.
7% PAYROLL PAYMENT APPROVAL AND BACKUP BANKING SUPPORT
Reviews accuracy and approves payments in JPMorgan online banking for all payroll deduction payments (including but not limited to: tax payments for IRS and state of Oregon, PEBB health insurance, PERS, other retirement plans, all other states, etc.) Serves as the backup for reviewing accuracy of JPMorgan check coding for cashed checks and positive pay exceptions in both JPMorgan and Oregon State Treasury bank accounts.
5% TAXABLE/NON-TAXABLE ADJUSTMENTS
Processes and researches each transaction to verify accurate information in order to determine taxable implications within IRS/DOR regulations. Uses in depth knowledge of tax implications for each type of refund or adjustment processed in order to maintain tax compliance as they may impact W2 reporting fields.
3% OTHER DUTIES AS ASSIGNED
What We Require
A Bachelor's degree with 24 quarter (16 semester) hours of accounting courses and two years of accounting experience*; OR a CPA or PA certificate and two years of accounting experience*; OR 24 quarter (16 semester) or 240 clock hours of accounting courses and three years of accounting experience*.
*Accounting experience must include at least 6 of the following: documenting and resolving problems within an accounting system; classifying revenues and expenditures to funds and accounts; ensuring accounting system conforms with applicable controls; reconciling accounts to general or control ledgers; preparing journal vouchers; applying accounting principles to one or more functional areas; i.e., AR, AP, etc.,: tracing errors through accounting system; processing data using a computer; communicating technical material orally and in writing; applying computer report information; knowledge of governmental and fund accounting; applying PC spreadsheet, database, and word processing software.
All courses must be from accredited colleges, universities, or private vocational schools.
Transcripts must be submitted for all required and/or related courses.
What You Will Need
- A demonstrable commitment to promoting and enhancing diversity
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
What We Would Like You to Have
- Two (2) years of experience with Payroll and/or Human Resource processes.
- Banner (Ellucian) HRIS experience.
- Excellent verbal and written communication skills.
- Proficient in Excel, MS Word, Outlook; or equivalent.
- Excellent organization and problem-solving skills.
- Demonstrable commitment to promoting and enhancing diversity.
Working Conditions / Work Schedule
M-F, 8am - 5pm. Busy office environment. Extended periods sitting at a workstation. Pressure to meet deadlines with competing priorities. May involve the need to work hours above the normal business day. This position, with supervisor and/or director approval, is eligible for a hybrid (on-site and remote work) work schedule.
Pay Method
