Payroll Associate (Hybrid) – McKelvey School of Engineering

Position Summary
This is an exciting time to join the team in the McKelvey School of Engineering. We are a growing and world-renowned engineering school with a robust research enterprise that spans from advances in medicine and health care to cybersecurity to environmental engineering. You’ll be part of a close community that offers flexible, hybrid work options; and professional training and development in addition to all the benefits of being an employee at Washington University in St. Louis.
The Payroll Associate provides assistance to the McKelvey Payroll Operations Manager and to the Sr. HR & Payroll Manager with the day-to-day payroll operations of the School of Engineering, will provide payroll support to multiple departments within the school as assigned, and will work with other Payroll Associate(s) and the Payroll Operations Manager as a team to ensure backup coverage as necessary within the school or dean’s office. Areas for support and systems used may expand or change as the role develops. Ensures compliance with government and university rules and regulations. Provides departmental assistance by responding to questions and following-up on payroll issues; will research issues for expedient answers and solutions. Responsible for maintaining files and providing information and reports for the Sr. HR & Payroll Manager to interact with senior management.

Job Description

Primary Duties & Responsibilities

• Responsible for entering and maintaining all non-exempt staff and student HCM data for multiple assigned departments. This includes hiring, monitoring and tracking relevant job data, contract data, sourcing information, as well as maintaining leaves, breaks in service, and terminations. Ensures compliance with government and university rules and regulations. Follows up to ensure that items are processed in a timely manner. Coordinates with Human Resources, Payroll, Research Office, Sponsored Projects Accounting, Dean’s office, engineering administration and other areas at the Danforth and Medical School in performing duties. 
• Responsible for oversight of bi-weekly pay-cycles and meeting all payroll deadlines for assigned departments. Reviews time and labor activities for each pay-cycle. Ensures employees are paid accurately, timely, appropriately and sourced to proper funding sources in compliance with policy and regulations. Processes payroll accounting adjustments (PAA) as necessary to resolve payroll allocation problems. Audits time reporting and ensures proper data entry for absence management and short-term disability.
• Assists Engineering payroll and administration staff, working with the Payroll Operations Manager, the Senior HR and Payroll Manager, and other Payroll Associate(s) to provide backup; covers workflow and tasks for cross-coverage as needed for supervisor and various departments. Responsible for providing departmental assistance in response to questions and follow-up on payroll issues. The Payroll Associate fields calls and employee questions and researches these concerns for expedient answers and solutions. Performs regular audits and makes necessary entries to correct errors across the departments.
• Coordinates Federal Work Study funds for student workers in partnership with Students Financial Services and Sponsored Projects Accounting for assigned departments. Works with OISS to assist foreign (bi-weekly) employees and students to ensure accuracy of federal documents used for Form I-9 purposes.
• Prepares a wide range of payroll reports and researches information to support the Sr. HR and Payroll Manager in decision-making and to interact with senior management. Provides administrative support to various managers throughout Engineering.
• Performs other duties as assigned.

Preferred Qualifications

• Bachelor’s degree.
• Familiarity with WU systems, policies and procedures.
• Previous experience in higher education administration and five years of payroll experience.
• General office and computer skills.
• Demonstrates interpersonal skills with the ability to establish and maintain positive working relationships with co-workers, supervisors, employees and vendors.
• Excellent written and verbal English communication skills to communicate effectively with customers, co-workers, supervisors, employees and vendors. 
• Demonstrates ability to work in a team environment and be an effective team player.
• Utilizing personal computer, spreadsheets, word processing, and electronic mail applications to prepare analysis and communicate with others; proficiency in MS Office applications, especially Excel and Word.
• Demonstrates ability to type with speed and accuracy.
• Good mathematical skills.
• Ability to analyze invoices and corresponding documentation to determine if the transactions are within applicable policies and procedures.
• Organizational skills to systematically arrange forms, reports and information into groups or categories.
• Ability to complete assignments with minimal supervision.
• Flexible as priorities can change with very little notice.
• Excellent ability to multitask and meet deadlines.
• Ability to maintain confidentiality regarding payroll and policy issues.
• Able to convey a professional image.
• Ability to identify and resolve workflow issues relative to continuously changing needs.
• Self-motivated individual who is able to prioritize and be detail-oriented.

Required Qualifications

High school diploma or equivalent high school certification and at least three years’ experience in HR, Personnel, and Payroll. Ability/willingness to follow HR procedures according to WU policies. High level of proficiency with Microsoft Office Products (Word, Excel and PowerPoint) experience or equivalent applications.

Grade
G08-H

Salary Range
$20.76 – $32.21 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one’s qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ .

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [email protected]  or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

Pre-Employment Screening
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA Statement
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.