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Assistant Director, Disbursements & Payroll

Apply now Job no: 493594
Work type: Full Time
Location: Jacksonville (Main Campus)
Categories: Staff


Controller’s Office

Requested Start Date:

May 01, 2018

Pay Range:


Normal Work Schedule:

8:00am-4:30pm- Monday-Friday

Job Summary:

The Assistant Director of Disbursements and Payroll is responsible for overseeing all aspects of Payroll and Accounts Payable, and for ensuring the effective day to day operations of those areas.  The Assistant Director of Disbursements & Payroll serves as a leader in ensuring compliance with Fair Labor Standards and related regulations, and ensures appropriate training is administered in support of Banner Finance & HR modules while providing strong internal controls and administrative oversight.


Essential Functions:

  • Serves as the Payroll and Accounts Payable subject matter expert and authority for the University.
  • Supervises and directs the operations for accounts payable disbursements and employee payroll.  Ensures quality delivery of services and timely processing of payments. 
  • Manages team responsible for all aspects of payroll administration including payments, taxation, garnishments, accounting, banking, issue/resolution, while remaining compliant with Federal, State and local laws and legislation.
  • Establishes and maintains a listing of all compliance requirements for the Payroll and Accounts Payable areas and their associated deadlines, and ensures that all deadlines are adhered to.   Creates and maintains Banner payroll calendar and office processing calendar.
  • Ensures proper approvals and other internal controls are implemented and enforced for all disbursements. Continuously reviews and analyzes processes and controls for effectiveness; identifies and recommends enhancements.
  • Provides training on University policies and procedures related to accounts payable disbursements and travel. Facilitates internal and external communications.
  • Develops and implements departmental policies and procedures. Identifies best practices and authorizes deviations from standard procedures.   Ensures the effective communication and adherence of established policies.
  • Analyzes changes in IRS and other regulations to determine impact on the Payroll and Accounts Payable operations of the college. Makes recommendations on how to implement new requirements.
  • Works collaboratively with the Department of Human Resources to review, recommend, implement, and enhance related processes.
  • Ensures compensation is paid to employees accurately, timely, and in accordance with amounts and types authorized by the Department of Human Resources and in accordance with federal and state payroll tax requirements.
  • Determines and implements the best method of payment (paper check, ACH, wire transfer, p-card) for all disbursements, in order to minimize costs, maximize purchase discounts, and optimize vendor relationships.
  • Ensures that web and department time entry training materials are kept current.
  • Keep up-to-date on IRS regulations and other developments in the Payroll and Accounts Payable areas through membership in various groups such as American Payroll Association.  Attendance at conferences as appropriate and participation in list-servs, etc.
  • Maintains the payroll portion of the Banner administrative computer system.  Maintains payroll encumbrance processing.  Creates Payroll earning & deduction codes within the Banner administrative computer system.  Responsible for testing of Banner Payroll and Accounts Payable updates/upgrades.
  • Reconciles payroll tax accounts. Prepares quarterly 941 & required State of Alabama returns. Reconciles year end payroll records & prepares W-2's.
  • Monitors & reports taxable benefits (e.g., courtesy vehicles, tuition assistance, taxable no overnight per diem, JSU Foundation payments to employees, communication stipends, meal allowances).
  • Processes payroll redistributions, adjustments, voids, reissues and associated general ledger entries (journal vouchers & budget changes).
  • Processes monthly PEEHIP insurance & flex plan changes as invoiced. Maintains subsidiary ledger for escrow deductions of summer PEEHIP insurance and flex plan premiums due for 9-month faculty not participating in salary escrow.
  • Monitors part-time faculty payroll expenditures & compiles expenditure summaries for Vice-President of Finance and Administration & Provost, researching discrepancies. Audits Federal Work Study payroll expenditures & compiles expenditure summaries for Student Financial Services, researching discrepancies.
  • Prepares and distributes Time & Efforts Reports, documenting employees with salary expenditures paid using both general and external funds.
  • Initiates and/or approves journal vouchers, budget changes, and bank wire transfers.
  • Creates ad hoc reports utilizing Monarch reporting tool.
  • Works closely with IT Systems Analyst to create and improve Argos reports.
  • Prepares and provides materials for external and internal auditors as requested.
  • Maintains Payroll and Accounts Payable/Disbursements websites.
  • Monitors and audits overtime earnings and extra compensation limits as set forth by the Alabama Teachers Retirement System.
  • Processes Annual Leave Rollover and manual application of excess Sick Leave to those exceeding the rollover limit.
  • Supervises, indirectly through Accounts Payable, the processing of 1099 forms.
  • Provides Prism reporting data for Accounts Payable & Payroll.
  • Motivates, directs, trains and develops staff.  Provides leadership and technical assistance.  Stimulates teamwork and promotes cohesiveness to achieve departmental and college goals.
  • Performs other duties as assigned.

Required Minimum Qualifications:

  • Bachelor’s degree in business, accounting or related filed and three (3) years of closely related professional experience

Preferred Qualifications:

  • Work experience in University payroll setting
  • Experience with tax laws and compliance issues related to payroll, government contracts, and University accounting and reporting

Required Documents:

  • Resume
  • Cover Letter
  • Transcript

Additional Information:

Supplemental Questions:None

Clery Notice: In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act act , the Jacksonville State University’s Police provides information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three (3) calendar years. The JSU Annual Campus Security and Fire Report is available online at:

Equal Employment Opportunity: JSU is an Equal Employment, Equal Opportunity, and Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, genetic information, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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Applications close: Central Daylight Time

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