Payroll Specialist
NATURE OF WORK
An employee in this class performs technical bookkeeping and fiscal-clerical work in the Finance Department. The work involves the administration and preparation of employee payroll records and related payments and withholdings. The employee is also responsible for maintaining personnel files related to payroll, leave and retirement programs and answering inquiries pertaining to payroll processes.
DUTIES AND RESPONSIBILITIES
Preparing, verifying and entering data for monthly, semi-monthly and special payroll payments, computing proper payment according to employees' status (i.e., 10-month, 12-month employee) and showing all statutory and voluntary deductions, special payments, retroactive salary adjustments, forfeited annual leave, longevity, summer school and compensation bonus payments, contributions, and special withholdings; processes checks and/or direct deposits, including bank routingand account numbers; contacts financial institutions, as necessary, to resolve problems or discrepancies pertaining to direct deposit.
Maintains employee payroll records, including data such as names, addresses, telephone numbers, retirement numbers, employment anniversary, years of state service, deduction information, direct deposit requests, and tax forms, entering data into computer records and updating as necessary, including verifying changes in salaries and employment status as authorized by the Human Resouces Department.
Maintains accurate records of employee sick, personal, bonus, local, and annual leave balances, and certifies leave balances for employees transferring employment to other state agencies.
Verifies employee salaries on employment withdrawal forms of employees terminating state employment, calculates and provides employee salary projections for retiring employees, and submits to State Employees' Retirement System.
Verifies employees' salary and years of employment for financial institutions, as requested.
Answers employees' inquiries pertaining to payroll calculations, checks, payroll policies and procedures and related matters.
Verifies, distributes and answers inquiries regarding employee W-2 forms.
Coordinates the preparation of the Affordable Care Act annual reporting and employee tax forms
Opens and distributes incoming mail for the office.
Performs other related work as required.
MINIMUM TRAINING
Graduation from high school supplemented by college-level course work in bookkeeping or accounting and 1 to 2 years of experience in technical accounting or bookkeeping work, preferably dealing with payroll; or any equivalent combination of training and experience which provides the required combination of knowledge, skills and abilities.
ESSENTIAL JOB FUNCTIONS
Must be physically able to operate a variety of equipment, including computers, copiers, calculators, printers, check stuffers, etc. Must be able to exert up to 10 pounds of force occasionally, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects.
Requires the ability to read a variety of correspondence, reports, forms, statements, etc. Requires the ability to prepare correspondence, reports, forms, evaluations, statements, etc., using prescribed formats.
Requires the ability to apply principles of logic or analytical thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form.
Requires the ability to record and deliver information, explain procedures, and follow verbal and written instructions. Must be able to communicate effectively and efficiently on a variety of technical or professional subjects, including insurance, personnel and governmental terminology.
Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with emergency situations.
Requires the ability to talk and hear ideas by means of spoken word. Must be able to communicate via telephone.
KNOWLEDGE, SKILLS AND ABILITIES
Considerable knowledge of Federal, State, and local laws and School System policies and procedures governing payroll administration
Considerable knowledge of employee benefit programsConsiderable knowledge of accounting and office practices, methods and procedures used by the school system
General knowledge of organization and operational policies and procedures
Skill in preparing and maintaining payroll records, deductions and withholding reports electronically
Ability to use a variety of common office machines, including a computer terminal, calculator and facsimile machine
Ability to understand and apply laws, regulations and policies to the maintenance of financial records
Ability to verify documents and forms for accuracy and completeness
Ability to prepare standard payroll reports from the books and records
Ability to communicate effectively verbally and in writing
Ability to understand and follow written and verbal instructions
Ability to explain payroll and related personnel matters to School System employees
Ability to exercise independent judgment, discretion and confidentiality in handling confidential personnel records
Ability to establish and maintain effective working relationships as necessitated by work assignments
Ability to maintain the confidentiality of personal information and to foster good working relationships with employees, co-workers, and school leadership
REPORTS TO: Chief Financial Officer
DISCLAIMER
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees in this job.