Location:
Finance The Payroll Specialist will coordinate with the other Payroll Specialist to perform the day-to-day tasks of processing payroll, manage employee records, and ensure prompt payment of payroll vendor invoices for the Portland Public School System. Important attributes include attention to detail and the ability to relay complex information in an understandable fashion to a diverse group of employees with various levels of knowledge.
ESSENTIAL JOB DUTIES

• Perform daily payroll department operations, including review and entry of time and attendance forms and timely filing of all paperwork
• Manage workflow to ensure all payroll transactions are processed accurately and timely
• Preparation, reconciliation and timely filing of all payroll reports (bi-weekly, monthly, quarterly and annually)
• Work closely with HR to update employee records for new employees, retirements/terminations, benefit elections, pay rate changes, general ledger allocations, and changes in non-financial data (e.g change of address)
• Communicates with employees, internal and external parties in a respectful and professional manner and respond to inquiries in a timely manner.
• Assist with budget and audit preparation as assigned.
• Prepares payment requests for benefits (medical, dental, retirement …) and withholding taxes.
• Performs and reviews the input of time sheets/time cards and maintenance of employee records in the integrated payroll application, including proper account coding and distribution.
• Assists employees, timekeepers, and supervisors with training, processing issues and requests for transaction information on a regular basis. Ensures timesheets and time cards are filed timely (prior to the next payroll).
• Updates and maintains transaction files and databases to reflect personnel updates/changes.
• Researches issues/discrepancies, and processes necessary corrections.
• Other duties as assigned by Accounting Manager or designee

MINIMUM QUALIFICATION
KNOWLEDGE, SKILLS, AND ABILITIES

• Working knowledge of payroll best practices.
• Strong knowledge of federal and state regulations.
• Strong PC skills including proficiency in Excel, Word, Google Suite, and various payroll and financial operating systems.
• Working knowledge of automated payroll systems, electronic time sheets a plus ? Strong work ethic and team player.
• Ability to deal sensitively with confidential material
• Strong interpersonal (verbal and written) communication skills.
• Ability to communicate with various levels of management.
• Decision-making, problem-solving, and analytical skills.
• Strong organizational, multi-tasking, and prioritizing skills.
• Ability to understand and apply current payroll guidelines, system updates, and policy changes.
• Ability to follow, apply, interpret, and explain instructions and/or guidelines.
• Extensive attention to detail

EDUCATION, TRAINING, AND EXPERIENCE

• Bachelors degree in Business or Accounting preferred but not required
• 2-4 years payroll processing experience desired
• Certified Payroll Professional preferred but not required.
• Experience in bookkeeping and basic accounting concepts
• Combinations of applicable education, training, and experience, which provide the knowledge, skills, and abilities necessary to perform effectively in the position, will determine salary

CERTIFICATE AND LICENSE REQUIREMENTS

• Certified Payroll Professional preferred
• Criminal History Records Check - Maine State fingerprint (CHRC) authorization. Cost $70. Website: https://www.maine.gov/doe/cert/fingerprinting

PHYSICAL DEMANDS: Light physical effort may be required
SPECIAL REQUIREMENTS: N/A
OVERTIME ELIGIBLE: Yes