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Position Announcement

Senior Administrative Assistant (Payroll)
Recruitment No. 6050614

Applications are being accepted for a Senior Administrative Assistant position in the Finance Office.  This position reports to the Director of Finance.


Payroll Processing

Review timesheets to identify those that need approval, or appear to be inaccurate, and initiate appropriate action to ensure accurate, timely processing of classified, student (both bi-weekly) and faculty/administrative (monthly) payrolls.  Initiate Banner processes to run payrolls.  Perform data entry for manual timesheets, supplemental pay vouchers and incidental pay vouchers.  Override unapproved electronic timesheets, entering approvals as appropriate to allow payroll processing.  Identify and research pay discrepancies, determine and initiate appropriate corrections, and initiate necessary adjustments to employee pay when errors have occurred.  Save electronic copies of applicable payroll and deduction registers.  Sort and distribute direct deposit advices.  Review W-4 forms for completeness.  Review direct deposit requests to verify accuracy and completeness of information.  Establish or modify direct deposit information in Banner.  Maintain relevant payroll forms on file for future reference and documentation.

Benefit Administration

Input employee deduction and withholding information into Banner.  Maintain files of appropriate employee benefit election forms.  Review and evaluate Banner PORAUDT report to check accuracy of employee benefit changes.  Review and evaluate Banner reports of paycheck deductions for insurance, union dues, United Way and other paycheck deductions.  Prepare payment vouchers to initiate deduction disbursements.  Record and track retiree records and employee leaves of absence to ensure appropriate administration according to University policy and statutory requirements.

General Office Administration

Provide appropriate responses to employee and departmental inquiries.  Resolve routine payroll-related issues; consult with others (HR, VPAA, Financial Aid, Director of Finance, etc.) as needed.  Answer routine inquiries concerning past and present employment as directed by University policy.  Maintain direct deposit authorization files.  Maintain current employee addresses in Banner.

Tax Compliance

Read and study IRS list-serves and publications to keep abreast of tax and reporting changes.  Assist as requested with preparation of payroll tax returns, and with printing and transmittal of W-2 forms, running and reviewing relevant reports, completing forms, etc.

Perform other duties as assigned by Director of Finance.


REQUIRED: High school diploma or GED.  2 years of experience providing administrative support, or completion of a course of study at the post-secondary level in Office Management/Support and 1 year of experience providing administrative support, or college degree and work experience in an office environment.  Skilled keyboarding ability. Experience in payroll, accounting or bookkeeping, using Microsoft Office, especially Excel, and computer-based payroll and/or accounting systems.  Good verbal and written communications skills, ability to adapt to a changing environment and manage multiple priorities, to work well in a team environment, to remain calm under pressure and tolerate working in close proximity with other staff.

PREFERRED: Successful completion of 2 or more college-level accounting courses.  Experience in preparation and reconciliation of federal and state withholding returns, year-end tax reports and W-2 forms.  Understanding of laws and regulations relating to tax withholdings, Fair Labor Standards Act, and employee vs. independent contractor determination.


Submit a completed Washburn University Employment Application to getajob@washburn.edu or to Washburn University Human Resources, 118 Morgan Hall, 1700 SW College, Topeka, Kansas  66621. RESUMES WILL NOT BE ACCEPTED. Review of applications will begin June 16, 2014, and continue until a suitably qualified candidate has been identified.  Entry rate is $11.39 per hour.  Excellent fringe benefits package.  Employment at Washburn University may be conditioned upon satisfactory completion of a background check.