Payroll Specialist

PURPOSE

To improve student achievement by performing a variety of specialized complex payroll accounting functions related to accurately and timely paying all District personnel; to research, compile, calculate and maintain financial and statistical reports to ensure compliance with Federal and State rules and regulations.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from an assigned supervisor. . Methods of performing tasks are the responsibility of the employee and are to be performed within the established policies or as prescribed by rules and regulations. Work is reviewed only periodically to assure compliance to standards and measured results.

ESSENTIAL FUNCTIONS OF THE JOB

May include, but are not limited to, the following

1. Performing complex payroll calculations, analyzing system data, researching questions and recommending solutions necessary to accurately and timely pay District employees in assigned area of responsibility.
2. Calculating and processing payroll and adjustments to salary deductions, and employee status such as assigned work hours or workdays per year, projected vacation, sick leave and other accrual balances, step increments, overtime and extra duty pay, longevity pay, bus driver package hours, voluntary deductions, and retroactive pay.
3. Balancing payroll deduction files, initiating corrections, making adjustment entries and preparing claims for vendor payment in regards to assigned area of responsibility and assuring checks are forwarded to appropriate vendor by preset deadlines.
4. Explaining and providing assistance to District staff regarding applicable practices, rules, policies, procedures, and regulations affecting employee pay and deductions.
5. Compiling, analyzing, and evaluating data and preparing estimates, statements, and reports based on such data.
6. Serving as a resource to and liaison between the supervisor and other District employees.
7. Recording and maintaining confidential records and files.
8. Monitoring and providing information about a variety of payroll functions such as federal and state withholding, automatic deposit, monthly time and attendance records, contracts, etc.
9. Explaining application of governing regulations to employees and managers.
10. Responding to employee questions about payroll and insurance processes.
11. Using an established payroll accounting system to establish and maintain payroll accounting procedures and controls.
12. Analyzing a variety of nonstandard payroll transactions to decide and initiate appropriate entries.
13. Maintaining regular and consistent attendance and punctuality.
14. Performing related duties consistent with job description and assignment.

MINIMUM QUALIFICATIONS

Knowledge of

1. Principles, practices and methods of school and/or governmental financial reporting
2. Principles, practices, and methods of public payroll administration
3. Relevant Federal and State rules and regulations and District policies and procedures
4. Principles and practices of research, problem solving, and evaluation
5. Mainframe/client server and integrated Personal Computer (PC)-based applications
6. Principles and practices of work organization and simplification
7. Terminology used in payroll technician work

Ability to

1. Exercise sound judgment in making technical and procedural decisions regarding work organization and assignment, work methods, and work products
2. Maintain procedural systems and controls
3. Evaluate and establish work priorities
4. Perform complex mathematical computations with speed and accuracy
5. Interpret and explain payroll and tax calculations and other payroll-related issues to employees
6. Interpret and apply employee collective bargaining agreements for salary and benefits for employee groups
7. Work effectively in a team environment
8. Multi-task with the ability to adapt quickly to changing situations
9. Communicate clearly and concisely, both orally and in writing
10. Operate a computer with integrated financial system access and related peripheral equipment and software
11. Prepare clear, complete, and concise reports and documentation
12. Enter large amounts of transaction data with accuracy
13. Apply rules and policies for the completion of specific work
14. Maintain confidentiality of information
15. Exercise diplomacy and tact when dealing with employee pay issues and maintain a high level of professionalism
16. Work efficiently and effectively in an office setting characterized by frequent interruptions and heavy volume of work
17. Maintain a flexible work schedule that may necessitate overtime during periods of high demand or special projects
18. Establish and maintain effective working relationships with those contacted in the course of work and provide excellent customer service

EXPERIENCE AND TRAINING

Any combination of experience and training that would likely provide the required knowledge and abilities is appropriate. A representative way to obtain the required knowledge and abilities would be:

Experience

Three or more years of progressively responsible computerized payroll experience in a large agency or district.

Training

Equivalent to the completion of the twelfth grade. Additional specialized training in accounting and computer technology, with an emphasis in payroll accounting.

Work Environment

1. Climate controlled office settings and exposure to minimal noise intensity levels.
2. High level of contact with district personnel. Minimal contact with outside agencies/community.

Physical Requirements

Frequent reaching, handling, fingering, talking and hearing. Mobility to work in a typical office setting and use standard office equipment, stamina to remain seated and maintain concentration for an extended period. Hearing and speech to communicate in person or over the telephone.
Vision: Frequent near acuity; occasional far acuity. Vision to read printed materials, computer screens and/or other monitoring devices.

Strength: Sedentary/Light – Exert force to 15 pounds occasionally or a negligible amount of force frequently to lift, carry, push, pull or move objects.