Payroll Administrator

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, Math Sci Net , professional services, advocacy, and awareness programs. The AMS has 30,000 members worldwide and offices in Rhode Island, Michigan, and Washington, DC.

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

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.

• 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.

• 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.

Less than 5%

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…