What are the responsibilities and job description for the Assistant CSFO/Payroll Bookkeeper position at Alabama State Department of Education?
SYLACAUGA CITY SCHOOLS
Iternal Candidates Only
Position Description
Title: Assistant Chief School Finance Officer/Payroll Bookkeeper
Reports to: Superintendent and Board of Education
ASSISTANT CSFO DUTIES AND RESPONSIBILITIES:
1. Reconciliation of monthly bank accounts
2. Responsible for maintaining an inventory of Board Education fixed assets
3. Assistant with fixed asset inventory and the depreciation schedule preparation
4. Assist the Chief School Financial Officer with coding and purchase orders
5. Assist with verification, coding and assignment of purchase orders
6. Enter journal entries that have been prepared by the Chief School Financial Officer
7. Assist Chief School Financial Officer with monthly financial presentation to the Board of Education
8. Assist Chief School Financial Officer with the preparation of the System Budget
9. Assist Chief School Financial Officer with the year-end financial statement presentation
10. Assist the Chief School Financial Officer with the annual audit of the school system
11. Make necessary bank transfers in the event of the Chief School Financial Officer’s absence
12. Assist Chief School Financial Officer with the supervision of Central Office Finance Department personnel
13. Supervise school bookkeepers in the performance of their responsibilities
14. Assist school bookkeepers on a monthly basis with their financial statement preparation (includes checking for coding errors such as improper coding of transfers in/out between the central office and the schools)
15. Import financial data from the schools into the central office books
16. Conduct periodic internal audits of school books to ensure that proper accounting procedures are being followed
17. Conduct workshops with local school personnel to ensure efficient and accurate financial procedures
1. Responsible for all aspects of payroll from employee input (TES Time Clock) to assembling, tabulation, calculation and verifying time worked, balancing vendor deductions, maintaining salary schedules, and filing of all payroll data.
2. Complete payroll changes involving tax deductions, address changes, name change, direct deposits, garnishments, insurance and other deductions.
3. Prepares reports, reconciles and makes payments at required times including but not limited to, Retirement Systems of Alabama, Federal and State Taxes, FICA, Medicare, PEEHIP insurance, and other vendors.
4. Report and submit final transmittals for state and federal information including, but not limited to W-2’s, 1094, 1095, etc on or before required deadlines.
5. Submit required reports (UC212 and CR-4G) to the AL Dept of Labor.
6. Submits all payroll related reports to the Federal Bureau of Labor and Statistics, including, but not limited to, Multi-Worksite, Current Employment Statistics, etc.
7. Completes statistical reporting for EEOC and US Census Bureau.
8. Coordinates annual open enrollment schedules between vendors and local schools.
9. Responsible for the onboarding and maintenance of new and existing employees, processing verification of employment, explaining benefit choices, and assisting with their changes, problems etc in an efficient, caring and timely manner.
10. Benefit coordinator for the district. Provide benefit presentations to new employees and for annual Employee Institute Day.
11. Assists and participates in answering questions and resolving problems related to paycheck, salary, benefits, direct deposit, deduction, leave of absence, leave balance (accruals), etc in a timely manner.
12. Assists and participates in answering employee and RSA questions concerning an employee’s application for retirement. Prepares and submits annual payroll calendars for all employee types to RSA.
13. Prepares and runs employee payrolls.
14. Completes and submits verification of employment requests for various agencies.
15. Recommends revision of payroll procedures when appropriate.
16. Processes unemployment claim forms and represents the school district during the unemployment appeal process.
17. Maintain all payroll and disbursement records, benefit records, time and attendance records, payroll reports and payroll files.
18. Manages all leave types for the district.
19. Maintain up-to-date Sick Leave Bank data. Review for approval all FMLA, Leave of Absence and Catastrophic Leave requests as needed. Serves as chairperson on the Sick Leave Bank Committee.
20. Assists CSFO in preparation of payroll budget and LEAPS reporting.
21. Prepares payroll accruals for GASB.
22. Provides auditors with documentation for the systems’ annual audit.
23. Initiates, completes and maintains employee enrollment in RSA Employee Self Service program.
24. Responsible for all projects relating to automated payroll and time keeping systems.
25. Stay abreast of current developments and changes in payroll and payroll tax related laws and regulations.
26. Maintaining adherence to district procedures, board policies, and local state and federal regulations.
27. Reports potential problems, unusual events, or work irregularities and appropriate administrative or supervisory personnel.
28. Completes all payroll certificate programs and other training as required.
29. Maintains confidentiality regarding school/workplace matters.
30. Prepares documentation needed for the Superintendent, CSFO, and/or Board attorney as needed for grievances, lawsuits, or other claims against the Board by a current or former employee.
31. Performs other duties as assigned by CSFO and/or Superintendent.
32. Be courteous and professional at all times
33. Maintain a neat and appropriate appearance
34. Such alternatives to the above qualifications as the Board of Education may find appropriate and acceptable.
QUALIFICATIONS:
- B.S. in Accounting OR two years of College and five years experience as school bookkeeper, business/personnel related field preferred
- Experience in computerized payroll software. Experience with Harris NextGen payroll software and TES attendance software preferred
- Pleasant disposition, courteous and able to deal effectively and professionally with the public and school system employees
- Excellent computer skills with proficiency in Microsoft Word, Google Applications and Excel
- Skills in analyzing data, problem solving and multi-tasking. Ability to work effectively and efficiently under minimal supervision
- Such alternatives to the above qualifications as the Board find appropriate and acceptable
(06/2026)
Salary : $16