Payroll Administrator

POSITION:  Payroll Administrator

LOCATION:  Providence Rhode Island

Department:  Fiscal

Report to:  Controller

ABOUT THE AMERICAN MATHEMATICAL SOCIETY

The American Mathematical Society (AMS), founded in 1888, is a non-profit membership organization that is dedicated to advancing research and connecting the diverse global mathematical community through our publications, meetings and conferences, MathSciNet, professional services, advocacy, and awareness programs. The AMS has 30,000 members worldwide and offices in Rhode Island, Michigan, and Washington, DC.

WHY WORK AT THE AMS

At the AMS we value excellence, inclusivity and teamwork. We work at the forefront of advancing and connecting the diverse mathematical community worldwide, and we are seeking curious, innovative, collaborative individuals to join our team.

• Excellent work-life balance with potential for hybrid work
• Generous benefit offerings including:
  • 9.5% employer contribution to 403(a) Retirement Plan 
  • 100% employer-paid Life, AD&D, Short- and Long-Term Disability Insurance
  • Medical and dental coverage with employer cost share 
  • Voluntary vision, Life/AD&D, and Long-term Care Insurance available through payroll deduction
• 12 paid holidays 
• Generous paid time off
• Technology equipment reimbursement for applicable roles
• Tuition reimbursement

SUMMARY: This role is responsible for processing employee wages accurately and timely, ensuring compliance with federal, state, and local regulations. This role requires strong attention to detail, confidentiality, and knowledge of payroll systems and tax procedures. This position is responsible for accounts payable processing, ensuring that payments are processed timely and accurately, as well as maintenance of A/P vendors and handling of accounts payable questions.

ESSENTIAL FUNCTIONS:

Payroll 

• Processes biweekly payroll and all payroll related transactions for the organization.
• Maintain and update employee payroll records (hours worked, deductions, bonuses, etc.).
• Calculate wages, overtime, and deductions (taxes, benefits, garnishments).
• Complies with all federal, state, and local labor laws and tax regulations.
• Prepare and file payroll tax reports, wage reports, and related documentation within payroll system and state agency sites.
• Setup and maintenance of tax jurisdictions and rates (SIT, SUI, local taxes, etc.) within payroll system.
• Oversee tax filings (corrections, reconciliations, and filings) within the payroll system.
• Process tax agency notices within payroll system.
• Ensure W2s are accurate and filed by state and federal deadlines.
• Respond to employee inquiries regarding pay, taxes, and deductions.
• Assist with audits and provide payroll data as needed.
• Maintain, identify, and recommend updates to payroll related software, systems, policies, and procedures.
• Organizes payroll information to respond to periodic audits and external reporting requirements.
• Maintain confidentiality of employee compensation and personal information.
• Communicate with managers and employees to resolve timekeeping issues. 
• Coordinate with Human Resources on payroll-related matters.

Accounts Payable

• Review, verify, and process vendor invoices accurately, and in a timely manner.
• Maintain vendor information, within automated accounting system.
• Independently verify vendor banking information changes.
• Ensure compliance with company policies and accounting standards.
• Assist with month-end and year-end closing processes.
• Support audits by providing documentation and reports.
• Monitor and track expenses to ensure proper coding and approvals.
• Maintain vendor W-9 and W8-BEN files and related records, ensuring vendor tax information is complete and accurately entered to support IRS Form 1099 and Form 1042’s reporting requirements.
• Scan and deposit checks through bank scanning application.
• Serve as the primary point of contact for vendor payment inquiries.
• Notify departments of automatic payments withdrawn from bank accounts to ensure transactions are accurately recorded in the accounting system.
• Collaborate with department staff to resolve invoice, coding, and approval issues in a timely manner.
• Other duties as assigned.

TRAVEL: Less than 5%

INTERNAL AND EXTERNAL RELATIONSHIPS:
Internal: This role must maintain good relations with employees at all levels, and in all departments within the organization. The role will work seamlessly with various employees on payroll-related items, as well as vendors and invoices.

External: The role will have contact with the external auditors as part of the annual audit process. In addition, the role may be required to deal with various vendors related to A/P processing. The role will also work with the payroll software vendor contacts to implement updates, troubleshoot issues, etc. 

SUPERVISORY RESPONSIBILITIES: 

None

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Associate’s degree in accounting, finance, or related field, or equivalent combination of education and experience.
• 2+ years of experience with processing payroll.
• Proven experience in accounts payable or general accounting.
• Expert knowledge of payroll software (preferably ADP).
• Experience with accounting software (preferably Microsoft NAV or NetSuite).
• Expert knowledge of wage laws, tax regulations, and compliance requirements.
• Understanding basic accounting principles.
• High level of accuracy and attention to detail.
• Ability to handle sensitive information with confidentiality.
• Ability to manage multiple tasks and meet deadlines.

ATTRIBUTES AND COMPETENCIES: The following attributes and competencies are indicators of the skills and/or behaviors necessary to successfully perform the essential functions of the position. 

• Demonstrates understanding of organization’s mission, structure, culture, and constituencies.
• Demonstrates knowledge of own department’s work activities and mission; understands how own job impacts work of department.
• Responds positively to changes in the organization and the workplace.
• Demonstrates flexibility in responding to work demands.
• Demonstrates and communicates respect for the opinions and beliefs of other people at all levels and fosters a climate of mutual respect.
• Plans and organizes work effectively.
• Accepts accountability for job performance and results.
• Works effectively with others in a variety of settings.
• Uses communication tools effectively (e.g., presentation, verbal, writing, relationship building, negotiating, listening) to meet needs of audience and/or situation.
• Maintains professional composure in challenging situations.
• Exercises discretion in identifying, handling, and safeguarding confidential information.
• Addresses issues constructively, building cooperative relationships within and across departments.
• Receptive to feedback and willing to try different approaches to achieve the best results.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Performing primarily sedentary work with limited physical exertion and lifting up to 25lbs.
• Duties performed cause light fatigue of eyes, fingers, or other faculties due to long periods of standing, sitting, or repetitive motion.
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices.
• Capable of reliable attendance in the office during scheduled work hours.

WORK ENVIRONMENT/CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Typical office environment, climate-controlled, minimal noise.
• Extended work hours may be required to meet project deadlines or resolve unexpected problems.
• This position is required to be in-office.

EOE Statement

The American Mathematical Society is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.

Other duties disclaimer: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. It is not intended as an employment contract.