Payroll Specialist

Reports to: Director of Payroll and is a member of the Finance Department.

Purpose: An employee in this class is responsible for the production of accurate payroll checks and the collection and maintenance of accurate payroll information for all of the employees at the schools assigned to the position, or approximately one-third of the employees of the school district. The information maintained by this employee is subject to an annual audit by independent auditors as required by law. The performance of these duties requires a detailed knowledge of current payroll laws and practices and the ability to review large volumes of detailed information for accuracy and completeness with a minimum of errors.

Qualifications: 

• Minimum requirement of graduation from high school and a minimum of three years applicable job experience working, preferably in a N.C. public school payroll department.
• Must be bondable (no criminal record).

Knowledge, Skills, and Abilities: 

• Thorough knowledge of the payroll function and related tax laws and regulations.
• Ability to perform payroll-related mathematical calculations with some degree of speed and proficiency.

• Ability to use a 10-key calculator and a computer keyboard with some degree of speed and accuracy.
• Ability to use Microsoft Excel and Word software packages, and also an IBM AS/400 system.
• Ability to deal effectively with employees who are agitated over perceived payroll errors, and to work under pressure to resolve those problems with a positive attitude and a minimum of conflict.
• Ability to express complicated ideas, such as the tax treatment of various kinds of payroll deductions, in such a way as to be easily understood by employees not familiar with these issues.

Key Duties and Responsibilities:

• Obtains correct pay levels and authorizations to pay new employees from the Personnel Department; sets up new employee records in the system and verifies that applicable salary rates are properly applied.
• Creates and maintains computer data files necessary to perform payroll operations:

• Employee Profiles (basic employee information, including payroll deductions) 

• Employee Assignments (pay calculation and account number information) 
• Escrow Balances (pay withheld by the school district for installment pay periods) 
• Leave Balance information, including used, earned, accrued and transferred leave 
• Service dates and longevity information

• Coordinates the payroll process for the assigned school employees:

• Coordinates the collection of attendance data from schools and office locations 
• Answers questions from school secretaries about payroll transmittal procedures 
• Verifies accuracy of attendance data keyed by school secretaries before payroll is run 
• Keys changes in payroll deductions when necessary

• Assists with the distribution of payroll checks and direct deposit statements to employees.

• Coordinates the completion of various duties with the Payroll Supervisor, who is responsible for scheduling the running of payroll jobs to produce payroll checks by the deadlines set for distribution
• Answers telephone inquiries from administrators, principals, secretaries and employees concerning payroll problems in a courteous manner and with a positive attitude.
• Maintains the payroll records, attendance files, and leave records so that they are available and easily located when asked for by the external auditors.
• Assists where necessary in other areas of the Finance Department when called upon to do so.

Term of Employment: 12 month employment