Sr. Staff Accountant

Position Summary Information

Job Description Summary

This position supports the accounting and financial management of payroll-related expenses, including preparing journal entries, general ledger reconciliations for payroll liability accounts, payroll expense monitoring, compliance reporting for Federal Work-Study wages, and maintaining Glacier Tax records related to federal withholding for non-U.S. residents. The Sr. Staff Accountant will interact with payroll data, ensuring the accuracy of financial postings while maintaining the utmost confidentiality of sensitive information and other duties as assigned. This position reports to the Director of Payroll Services.

Responsibilities

General Ledger Accounting and Reconciliation:

• Run distribution and commitment accounting processes in PeopleSoft HCM. Prepare and submit journal entries related to payroll transactions for upload to PeopleSoft Finance, adhering to institutional accounting policies.
• Reconcile payroll-related accounts in the general ledger (G/L), including cash accounts, tax liability accounts, payroll expense accounts, and accrued wages. Identify and resolve discrepancies promptly through collaboration with the Director of Payroll.
• Monitor payroll expenses and ensure proper allocation and classification in the general ledger.

Department Budget Table Management:

• Enter and maintain department budget table (DBT) information within PeopleSoft to align with department requests regarding payroll expense.
• Monitor payroll-related DBT adjustments, validating that changes occur as expected.
• Run retro and direct retro processes in PeopleSoft and verify backup matches changes to be processed.
• Prepare manual cost transfers for uploading when delivered retro processes are not appropriate.

Compliance and Monitoring:

• Regularly monitor the Federal Work-Study (FWS) audit report and update Department Budget Table appointments and Salary Plan in PeopleSoft HCM accordingly.
• Ensure (FWS) payroll expenses comply with applicable regulations and institutional policies. Collaborate with HR Student Employment to resolve job data discrepancies related to FWS setup.
• Prepare and submit required compliance reporting for Federal Work Study and other payroll-related activities.
• Maintain confidentiality and professionalism when working with payroll data.

Month-End and Year-End Close:

• Year-End Close: Assist the Director of Payroll with fiscal year-end close processes, including researching payroll expense entries and providing backup documentation as needed.
• Performance Reviews: Provide input for annual performance reviews for payroll staff, offering feedback and contributing to goal setting for professional development.
• Audits: Assist with internal and external audits as necessary, providing required documentation and responding to auditor inquiries.

Federal Tax Compliance for International Workers:

• Send Glacier invitations to international individuals subject to federal tax reporting requirements and follow up on unreceived Glacier reports.
• Review Glacier reports, answer recipient questions regarding the results, and update records.
• Collaborate with Payroll and Accounting staff to ensure federal tax compliance for international recipients and appropriate treatment in the general ledger.

Collaboration and Process Improvement:

• Partner with Payroll, Human Resources, Financial Aid, and other departments to ensure payroll-related accounting processes align with institutional policies.
• Proactively identify opportunities to improve payroll accounting workflows and ensure best practices are followed.

Required Qualifications

• Bachelor’s degree in Accounting, Finance, Human Resources or related field or an equivalent combination of education and related work experience.
• 3-4 years of professional experience in payroll accounting, general accounting, or a similar role, preferably in higher education or a large organization. Strong knowledge of general accounting principles, including journal entries and reconciliations.
• Familiarity with ERP systems (e.g., PeopleSoft) and accounting software.
• Proven track record of maintaining confidentiality when working with sensitive or restricted information.
• Exceptional attention to detail and analytical skills. Proficiency in Excel and other Microsoft Office applications.
• Strong interpersonal and communication skills to collaborate across departments.
• Familiarity with fund accounting or accounting in higher education.
• Experience with Federal Work-Study compliance, tracking, and reporting.
• Familiarity with payroll taxes, including tax treaty benefits for international workers.