Job Description

About the Department:
The Office of Finance and Business Services serves the College community by providing a variety of financial and accounting services. In collaboration with the Office of the Treasurer, we develop and implement procedures and mechanisms by which departmental budgets are monitored. We support the academic and administrative departments in the area of payroll, purchasing, travel, accounts payable and financial reporting. This position is located within the Office of Payroll. The Office of Payroll's primary mission is to ensure that all employees are paid accurately and timely with the correct withholding and deductions. Ensuring all withholdings and deductions are remitted in a timely manner. In addition, the department is largely customer service focused and provides customer service to all members of the campus, faculty, staff and students with an excellent service level.

Position Summary:
Under the direction of the Payroll Manager and Associate Director, the Payroll Office Assistant is responsible for providing professional and confidential administrative support to the Payroll office. They will provide superior customer service at the Payroll Office customer service window, via phone, email, and the Payroll Portal. They will assist in prepare meeting agendas and materials, attend meetings and take minutes, draft letters and correspondence, and work in collaboration with Human Resources to complete employment verification requests.

The Payroll Office Assistant will assist employees with the time card submission process and answer questions/inquiries. May provide input for trainings and user guides. They are responsible for maintaining supply levels for the office and coordinates orders as needed. They will assist with the maintenance of the content on the Payroll website while applying regulations and guidelines established by TCNJ, DOP, Treasury and Centralized Payroll.

Main Responsibilities:

Provides guidance and assists with inquiries at the Payroll Office customer service window, phone, and email.
Assists in preparing meeting agendas and materials.
Attends and takes minutes at Payroll, HR, and Finance meetings.
Maintains the Payroll mailbox and reviews tickets submitted via the Payroll Portal.
Completes employment verifications in collaboration with Human Resources.
Assists with time card submission process. Follows up with managers accordingly and provides guidance. Advises the Payroll Manager and/or Payroll Specialist of any time card issues.
Provides guidance and instructions to employees on setting up direct deposit, advising of the Wisely Paycard process.
Assists with maintaining and updating the Payroll Portal and the Payroll website via Wordpress.
Applies established regulations of DOP, Treasury and Centralized Payroll concerning union contracts and college policies regarding payroll matters.
Maintains the records management system for the Payroll Office. Catalogs information by box number to ensure quick retrieval of documents.
Coordinates office supplies orders and maintains supplies levels for the Payroll Office. Submits facilities and IT work orders as needed.
Provides input for trainings and user guides for processing timecards and accessing payroll related modules in Oracle HCM Cloud.
Assists with the distribution of W2s and other year end documents/reports.
Performs other related duties and completes ad hoc or special projects as assigned by the Payroll Manager or Associate Director to support the needs of the department.
Required Qualifications:

Graduation from an accredited college or university with a bachelor's degree.
Substitution: Applicants who do not possess the required education may substitute additional professional experience on a year-for-year basis with one year of such experience being equal to 30 semester hour credits.

Possession of an associates degree; and two (2) years of professional administrative experience may be substituted.

Persons with disabilities may request reasonable accommodations in order to perform the essential functions of the position. If the requested accommodation(s) cannot be made because it would cause the employer undue hardship, the applicant may not be eligible for the position.

Preferred Qualifications:

Prior office environment/payroll experience is strongly preferred.
Proficient in Microsoft Suite and Google platform.
Excellent customer service and communication skills.
Experience with handling highly sensitive and confidential information.
Employer Qualifications:

Final offer of employment is contingent upon the successful completion of a background check and reference checks.
Residency Requirement: In accordance with the New Jersey First Act P.L. 2011 c.70, effective September 1, 2011, new public employees in certain positions (faculty exempt) are required to obtain New Jersey residency within one (1) year of employment. Applicants must meet the requirements listed.