Payroll & Operations Support Specialist (part time - 24 hours/week)

GENERAL RESPONSIBILITIES: 

Supports District schools and principals in their effort to foster an optimal educational environment for students. Assist in all aspects of payroll functions and office operations. 

MAJOR TASKS: 

• Assists in preparation and maintenance of employee payroll files, including A-4, W-4, Direct Deposit, TSA, and benefit selections. 
• Maintains daily employee leave records, recalculates employee time, verifies accuracy of information, and enters bi-weekly data into the computer. 
• Works with all district sites and departments to train and assist with compliance for district procedures, due dates, and payroll data collections. 
• Monitors time clock for hourly balanced pay employees to adjust for absences, ensuring hours worked meet position definitions. 
• Monitors and updates records based on hours worked to comply with ASRS 20/20 retirement reporting requirements. 
• Manages and maintains TimeClock Plus, including user roles, job codes, approvals, and employee compliance. 
• Manages and maintains sub/coach leave by manually entering hours earned/used.
• Monitors and updates payroll records based on hours worked to comply with the Affordable Care Act (ACA). 
• Reviews substitute reports, verifies with the time clock, and enters classified substitute hours accurately in Visions. 
• Reviews all ePARs for accuracy. 
• Coordinates with Human Resources Benefits department to issue insurance checks.
• Creates and distributes monthly comp time reports to all supervisors.  
• Prepares and prints payroll deduction checks. 
• Reviews and reconciles certified leave time with substitute reports. 
• Distributes and verifies payroll warrants, ensuring reconciliation with payroll records.
• Assists in other areas of the office as needed. 
• Performs copying, filing, and other similar administrative tasks.
• Maintains Payroll desk procedure documentation. 
• Responsible for recording and tracking historical payroll files and data in accordance with Arizona State Library, Archives, and Public Records (ASLAPR) requirements.
• Backup to Payroll Manager, processing and completing bi-weekly payroll as needed.
• Performs other duties and accepts additional responsibilities as assigned by the Director of Finance. 

ADDITIONAL RESPONSIBILITIES: 

• Assist with payroll or other finance-related tasks as needed. 
• Support the finance department with special projects and process improvements.
• Manages data, reports, and reconciliation of Capital Assets. 
• Provide assistance and support managing the InTouch Receipting system
• Obtains supplies, equipment and services in accordance with Arizona Revised Statutes, Arizona Procurement Code and the District Policy. 
• Prepares and processes reports required by statutes or administration.
• Exercises judgment when handling confidential information. 
• Perform other duties as assigned by the Finance Director and Payroll Manager 

QUALIFICATIONS: 

• High school graduate or equivalent. 
• Experience and knowledge of payroll processing. 
• Ability to operate a computerized payroll accounting system. 
• One year of college payroll courses and/or experience in school district or governmental-type payroll preferred. 
• Experience with Microsoft Excel, Microsoft Word and Google Suite preferred.  
• Experience with USFR codes and School ERP Pro® Finance modules preferred.
• Ability to operate computer, electronic online systems, copying machines, and adding machines. 
• Knowledge of and ability to perform internal audits to ensure compliance with local, state, and federal tax law procedures. 
• Demonstrated mathematical skills sufficient for business functions. 
• Familiarity with office procedures. 
• Effective interpersonal and communication skills. 

ESSENTIAL SKILLS AND ABILITIES: 

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to have regular and reliable attendance, is regularly required to sit, talk and/or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel objects, tools and/or controls; and reach with hands and arms. 

The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include: close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 

Work Environment: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. 

SUPERVISION: 

Received from: Payroll Manager/Director of Finance 

Given to: None 

EVALUATION: At least annually by the Payroll Manager in accordance with the policy of the Governing Board.