Job description
The Compliance Assistant assists with the administration of the day-to-day operations of CE course payroll and Institutional Class Reporting (ICR) auditing functions and duties. The Compliance Assistant carries out responsibilities in some or all of the following functional areas: Internal audit functions including checking class paperwork in preparation for Compliance Reviews. Prepares and submits payroll for part-time WTCE instructors to Business Office for processing.
Essential Duties and Responsibilities
- Checks pay and attendance for payroll processing and readiness for Institutional Class Reporting. Works with WTCE program specialists providing monthly payroll checklists to make necessary corrections for ICR reporting and audit compliance in conjunction with the Coordinator of WTCE.
- Compiles payroll for submission to Business Office using Informer reports to look for any errors in Colleague system.
- Compiles payroll reports as necessary and provides estimates to the Business Office on a monthly/quarterly basis.
- Provides reports for instructors/directors with instructor teaching hour totals.
- Compiles Employment Security Commission Reports for Business Office as requested.
- Checks all completed contracts/section packets for ICR, examining for accuracy and making necessary changes in the Colleague system for reporting by the WTCE Coordinator.
- Prepares all WTCE paperwork for final ICR checkoff in conjunction with the Coordinator of WTCE.
- Files completed ICR packets both in Etrieve and as paper documents.
- Prepares files for the WTCE Coordinator to assist with the annual compliance review (audit).
- Maintains and enters course outlines into Colleague and Etrieve.
- Assists WTCE Coordinator with training new/current employees on ICR paperwork compliance.
- Maintain a safe and clean work area.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and must meet the requirements listed below that represent the knowledge, skill, and/or ability necessary to be successful. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
LANGUAGE SKILLS:
MATHEMATICAL SKILLS:
REASONING ABILITY:
CERTIFICATES, LICENSES, REGISTRATIONS (or equivalent demonstrated experience/ability):
OTHER SKILLS and ABILITIES:
Required Qualifications
LANGUAGE SKILLS:
- Ability to read, analyze, and interpret common reports
- Ability to respond professionally to common inquiries and/or complaints from vendors, internal staff, or members of the college community
- Ability to effectively present information
MATHEMATICAL SKILLS:
- Ability to apply and understand standard mathematical operations such as addition, subtraction, multiplication, and division; ability to apply mathematical operations to budget preparation and translation
REASONING ABILITY:
- Ability to define problems, collect data, establish facts, and draw valid conclusions
CERTIFICATES, LICENSES, REGISTRATIONS (or equivalent demonstrated experience/ability):
- None
OTHER SKILLS and ABILITIES:
- Understanding of and commitment to the unique nature and role of the College and to the philosophy of the community college system.
Associate in Applied Science in Office Systems Technology or related field; two years of experience in Payroll or Accounting or two years’ experience in an educational office setting.
Preferred Qualifications
Experience, proficiency in the use of integrated software; strong organizational skills with ability to coordinate multiple tasks and schedules; excellent communication and interpersonal skills for interacting with faculty, staff and students
Certificates, Licenses, Registrations
N/A
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.
Work Environment
- While performing the duties of this job, the employee is regularly required to talk or hear
- The employee frequently is required to sit
- The employee is occasionally required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl
- The employee must occasionally lift and/or move up to 10 pounds
- Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus
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.
- While performing the duties of this job, the employee occasionally works outside.
- The noise level in the work environment is usually low.
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