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University of Rochester Secretary IV - 241556 in Rochester, New York

Secretary IV Job ID 241556

Location Central Administration Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 Payroll & Tax - Finance


8 AM-4:30 PM


POSITION SUMMARY:The Secretary IV provides administrative support for the University Payroll & Tax Compliance, management team, and the department as required, including all immigration records and paperwork for accuracy and completeness. With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring knowledge of payroll operations. Is responsible for considerable departmental administrative details and duties requiring extensive experience with policies, procedures and practices of the University. Assigns and reviews day-to-day clerical operations; manages all procurement related activity, including purchase orders, maintenance agreements and P2P transactions; and oversees document retention, supplies and equipment for the department. Processes employee information updates such as direct deposit, address updates, tax changes utilizing multiple systems including PeopleSoft and Glacier.TYPICAL DUTIES:

  • Provides administrative assistance for Payroll Manager and Assistant Payroll Manager. Supports the Foreign National Payroll and Tax Coordinator by printing and reviewing all Glacier immigration paperwork for completeness. Monitors the Glacier email box and responds to international student/staff questions in regards to 1042-S forms, tax information, and tax record completion in the Glacier system. Reviews and enters citizen and passport information into HRMS/PeopleSoft.

  • Oversees the day-to-day activities within the payroll office. Answers phone calls, manages the payroll email box, maintains filing systems, updates directory, receives visitors, and opens and distributes mail.

  • Distributes the nightly HRMS reports to appropriate staff and saves reports in the shared drive. Reviews Chase bank report for returned ACH transactions and prepares paperwork to request a check for returned funds. Notifies employees of returned funds and assist staff with updating bank account information.

  • Logs and distributes incoming forms such as extra compensation, labor distribution reallocations, summer session compensation, returned paychecks, and off-cycle check requests.

  • Acts as conduit exercising independent judgement in responding to faculty, staff, and student inquiries and assisting with walk-in needs. Provides direction and assistance, requiring thorough knowledge of university policies, procedures, and payroll practices. Provides customer service and support in carrying out all aspects of Payroll such as, updating employee tax data, direct deposit information, reissuing W-2 statements, and replacement check requests.

  • Manages and initiates payments to suppliers using P2P. Initiates and follows through with purchasing on new purchase order requests; manages purchase orders, maintenance agreements, and 312 requisitions. Orders supplies, business cards, office stationery and equipment. Manages electronic and paper document retention for the department utilizing Iron Mountain. Manages maintenance requests with both University facilities and Spall Management Corporation. Oversees and ensures proper disposal of outdated equipment, furniture, and supplies.

  • Performs other related duties as assigned. Tasks include shredding, filing and setting up new employees workstations. Coordinates the training and work of student employee.


  • 2 years post high school education required

  • 3 years of secretarial and office experience, including 1 year in a position which demonstrates the ability to work with minimum supervision and to direct an office operation, required.

  • Knowledge of Word, Excel and Outlook. Excellent organization, oral and written communication skills. Ability to work independently and manage confidentiality. Ability to multi-task and manage multiple responsibilities.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled