Nicholls State University Position The Position form is used to record the duties, responsibilities, qualifications sought and fiscal impact of classified and nonclassified positions. This information is the basis for determining the title, salary rate, and Fair Labor Standards Act exemption status for positions. To achieve these purposes, it is essential that detailed and exact information pertaining to current duties, responsibilities, and qualifications be accurately recorded on this form. Employee Details Employee First Name: Employee Last Name: Cindy Andrews Employee ID Number: Classification Details Job Title: Payroll/Grant Coordinator Job Code: 200122 Pay Level: FLSA: Position Type: Job Group: Minimum: Midpoint: Maximum: Test(s) Required: Exempt Unclassified Staff E $36,792 $68,328 Position Details Position Title: Payroll & Grants Coordinator Position Number: Department: Please move names of Direct Supervisors to Controller's Office Jordan, Carole
the Selected column if you would like them to have access to this R1/R2: Direct Supervisor's Name: Official Title of Supervisor: Employee Account Name: Advertised Salary Range: Assistant Controller ANDREWS, CINDY Budget Reference Year: 20-2011 Beginning Effective Date of Employment: Number of Direct Subordinates: Please check all that apply: List Official Job Titles of Positions DIRECTLY Supervised and number of positions in parenthesis. Example: Secretary 2 (1) Preferred Education: Preferred Experience: 5 Determines Work Assignments Reviews and Approves Work Recommends for Hiring or Promotion Prepares & Signs Preformance Evaluation Trains Staff Approves Leave Accounting Specialist 2 (3) Accountant 2 (1) Accountant 3 (1) Preferred Licenses: Other Preferred Requirements: Rating Supervisor: Jordan, Carole Duties & Responsibilities
Percent of Duty Total: 0 9 Records % of Time Responsibility / Duty 2. Supervise the day to day functions of payroll. Make various journal entries for payroll and check for accuracy and completeness of the entries prepared by the Accountant 3 and Accountant 2. Responsible for compiling information and distributing the Human Resources/Payroll Production calendar on a monthly basis. Responsible for printing all approved R2s (employment forms) through the People Admin system for final processing by the payroll department. Verify that the monthly Teacher's Retirement and State Retirement reports are completed and payments are made to each system. Verify that the Louisiana Department of Labor Quarterly Report of wages paid is completed. Verify that employee payroll deductions, such as garnishments, withheld are submitted to appropriate vendors in a timely manner. Verify that Accountant 2 keeps the Operating Account bank reconciliation current and balanced. 4. Supervise the day to day functions of grants. Responsible for checking pre award budgets on grants and administer accounting on post award work on outside funding (grants). Must correspond with Director of Sponsored Programs and Research, the Grant Administrator, Purchasing staff, grant directors, vice presidents, and granting agencies in regards to various grant issues. Responsible for verifying funding availability on Grant funds, Restricted funds and Agency funds in order to encumber and disburse expenditures from such funds. 6. Administer the accounting procedures on approved grant awards with each having a separate budget. Set up individual budgets on agency and restricted funds. Make various journal entries for grants and check for accuracy and completeness of the entries prepared by the three Accounting Specialist 2s. Approve funding for requisitions, salaries, overtime, professional services, etc. Responsible for electronically approving all R1s and R2s (employment forms) for Grant funds, Restricted funds, and Agency funds through the People Admin system. Verify and approve invoices and expenditure reports prepared by Accounting Specialist 2 to granting agencies for reimbursement. At the closing of each fund, gather information on outstanding charges and closely monitor each fund with grant directors and purchasing department. Also, gather information on outstanding purchase orders, travel claims, interagency charges, professional services contracts, etc. from various departments and personnel
on campus. 1. Responsible for overall functions of payroll and grants section. Responsible for preparing and/or verifying monthly and quarterly reports for payroll and supervise other functions of the Accountant 3 and Accountant 2. Responsible for preparing and/or verifying monthly, quarterly and end of project reports for grants and supervise other functions of three Accounting Specialist 2s. 3. Process Academic, Biweekly, and Student payroll checks using the Evisions system. Responsible for submitting Positive Pay files electronically to Capitol One bank. Responsible for printing Check Register and Check Summary Reports after each payroll. Accountable for the accuracy of check numbers and direct deposit numbers used in the payroll system. 5. Verify faculty/staff grant proposals for accuracy and completeness of budget including faculty salaries, faculty buyout, fringe benefit rates, indirect cost rates, and in-kind/incash matches to the university. Work with Controller, Assistant Controller and Banner Conversion Specialist when assigning titles and fund numbers to awarded grants, other restricted funds and other agency funds. Distribute this information to various departments on campus and also notify departments of any changes that may occur on such funds. 7. Responsible for the maintenance of professional service contracts (nonemployee compensation). This includes verifying funding, verifying individual's employment and retirement status, encumbering and authorizing payments for all Professional Service Contracts. Annually balance and prepare 99 statements and submit electronic file to IRS using the FIRE system. 8. Make various journal entries for restricted funds and agency funds and check for accuracy and completeness of the entries prepared by the three Accounting Specialist 2s. Responsible for initiating stop payments on checks and addressing Positive Pay decisions electronically to Capitol One bank. Responsible for providing indirect cost projections to the Budget Officer upon request. Annually prepare a Grant Expenditure report by specific category for the Executive Vice President. Keep abreast on retirement (State, Teachers, FICA) rules and regulations in order to answer any questions directed from faculty/staff. Prepare Form 941 Employer's Quarterly Federal Tax Return. Annually work with the Accountant 3 in preparing W-2 statements. Annually prepare the Unclaimed Property report as it relates to payroll and submit to the Accounts Payable Supervisor. Assist in the collection of fees at any given time, but especially during
registration periods. Responsible for any other miscellaneous accounting functions as needed. 5 9. Responsible for any other duties as assigned by supervisor. Date Signature of Supervisor Date Signature of Hiring Authority Name and Classification