Description

General Description:  Under the supervision of the Director of Payroll and Benefits, is responsible for performing clerical duties in the daily operations of the Payroll Office.  This position may include, but not be limited to, the following performance responsibilities, qualifications, knowledge, skills and abilities.

 Performance Responsibilities/Essential Functions:

1. Utilize computerized payroll systems to verify and process payroll contracts, timesheets, stipends, absence data, substitute employee work hours, special project agreements, leave accruals, deduction and benefit selections, leave without pay and review for accurate account codes.  
2. Assist individuals with payroll concerns or issues in person, by phone or email and other forms of written correspondence for the purpose of providing quality customer service for all employees. Research discrepancies and correct errors as necessary.
3. Review, audit, reconcile and balance monthly payroll reports for the purpose of accurately compensating employees consistent with district policies, laws, and collective bargaining agreements.
4. Maintain employee payroll records, electronic and paper; respect confidentiality of salaries, deductions, and payroll records of employees; assist in the preparation of varied reports by performing calculations, compiling statistics and auditing payment data; maintain appropriate files and correspondence as assigned in order to meet State and Federal requirements.
5. Process employee information changes and updates such as the initial set-up of records and changes to direct deposits, W-4’s, etc.  
6. Act as Automatic Clearing House (ACH) liaison between the District and bank to resolve rejected ACH transaction notifications.
7. Identify employees eligible for annual sick leave buy back; calculate eligible hours for buy back and notify employees of amount and procedures to request payment in order to maintain compliance with the State regulations.  
8. Process eligible leave cash-outs at separation.
9. Input payroll deduction & benefits and reconcile monthly vendor billings for voluntary employee deduction plans; balance transactions to payment amount; and ensure payments are completed and processed appropriately. 
10. Upload employee absences from absence management software files and incorporate into the payroll data system; review system errors, troubleshoot and fix errors; and communicate with other Department staff once complete files have been successfully processed.
11. Coordinate the completion of year-end procedures required to effectively closeout the current year in preparation for the ensuing school year; systematically archive payroll data following State and Federal retention guidelines; ensure completion of tasks to provide a smooth transition to the next fiscal year.
12. Respond to unemployment claim inquiries.
13. Process employee garnishments.
14. Respond to employment verification requests.
15. Order and maintain inventory of departmental supplies and services, generate P-card online requisitions; reconcile purchases to budget allocations; create reports for department in order to ensure that materials are available when needed for the purpose of supporting department operations and ensure expenditures are within budget and passage of all audits.
16. Attend workshops and video conferences to increase knowledge of policies and procedures to maintain compliance with State and Federal laws.
17. Maintain current knowledge of bargaining agreements and contracts, payroll and benefit related laws and regulations, and district personnel and payroll policies.
18. Ability to research, analyze and interpret data, rules, and regulations, codes, statutes and laws.
19. Attend and provide support for district benefit fairs and enrollment labs.
20. Provide workload support and backup to the Payroll Technician-Department Support position to meet peak workload demands.
21. Implement and comply with District Policies.
22. Ability to be available for significant additional hours during peak periods.
23. Perform other duties as assigned.

Requirements

Qualifications:

Education and Experience:

1. High school diploma or equivalent, an AA Degree in Accounting or related field is preferred, and a minimum of three years of progressively responsible experience in payroll processing, preferably in the educational environment. An equivalent combination of education and experience may be substituted which provides the skills, knowledge, and abilities to perform the essential functions of the position.
2. Previous experience using Skyward/Qmlativ is preferred.

Knowledge, Skills, and Abilities:

1. Advanced proficiency in Excel to include but not limited to Vlookup, formulas, functions, filtering and subtotaling of complex spreadsheets, for the purpose of data analysis, auditing and balancing.
2. Demonstrated ability to exercise sound judgment and to work independently, with minimal direction, to accomplish timely and accurate completion of all functions and tasks within the area of responsibility, as well as to assist the payroll department staff when required.
3. Knowledge and ability to perform complex math, including calculations such as addition, subtraction, multiplication, fractions, percent, and/or ratios to perform various payroll data calculations.  
4. Ability to analyze and research payroll information effectively, collate data, problem solve, and identify issues, and develop and articulate solutions.
5. Skill and ability to accurately and efficiently operate/use a 10-key calculator for various payroll tasks.
6. Knowledge of general office procedures, including filing, recordkeeping, accounting/bookkeeping procedures, and application of safety procedures related to performance responsibilities.
7. Ability to communicate clearly and effectively in a pleasant, tactful, and professional manner both verbally and in written communication.
8. Skills using all office equipment, organization and time management.
9. Accurate and efficient data entry skills and ability, including multiple software applications, Word, Excel, keyboarding, and other computer programs.
10. Ability to independently respond to problematic situations and remain calm in stressful situations.
11. Ability to maintain confidentiality regarding student, school, District and/or staff issues, conversations with building administrator and correspondence.
12. Ability to interact positively, be flexible, organized, problem solve, exercise sound judgment, tact, diplomacy, integrity and maintain professionalism in communicating and working with staff, parents, students and community, while managing time effectively.
13. Ability to exercise sensitivity in dealing with individuals of diverse socio-economic backgrounds, cognitive and physical abilities as well as with individuals of diverse cultural and ethnic backgrounds.
14. Ability to work well and perform tasks under pressure, maintain a high degree of accuracy, and meets various tight payroll timelines/deadlines.
15. Ability to collaborate and contribute to a healthy work environment and maintain good working relations with co-workers, staff, students, and community members.
16. Ability to maintain a consistent presence at assigned work location and fulfill assigned hours.
17. Ability to follow SSD policies, procedures and protocols.