What are the responsibilities and job description for the Assistant Comptroller position at Carlsbad Municipal Schools?
MINIMUM QUALIFICATIONS:
JOB GOAL: To manage the District's accounting functions for any assigned units (Payroll, Benefits, Budget, Special Fund Accounting).
ESSENTIAL JOB FUNCTIONS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
In the sections that follow, the frequency categories are defined as follows:
Occasionally = 1 to 33% of the normal workday or class of actions. Frequently = 34 to 66% of the normal workday or class of actions.
Continuously = 67 to 100% of the normal workday or class of actions.
TERMS OF EMPLOYMENT:
Salary and work year to be established by the Board based on the adopted Administrative salary schedule; evaluated annually by the Director of Finance based on Administrative competencies established by NM State Purchasing Department and local competencies determined by the Board each year.
- Bachelor's Degree in accounting or a business-related field and/or NM School Business Official (Level 2) license;
- At least 5-years experience as a manager of a finance/accounting unit including the supervision of staff; experience in an educational or governmental setting is preferred.
- Experience in the use of technological tools, software and web-based platforms; working knowledge of the InfiniteVisions financial management system is preferred.
- Ability to represent the District in a professional and ethical manner in all interactions with employees, customers and the public.
- Ability to interpret and apply federal, state and local regulations and appropriately manage internal control procedures.
JOB GOAL: To manage the District's accounting functions for any assigned units (Payroll, Benefits, Budget, Special Fund Accounting).
ESSENTIAL JOB FUNCTIONS:
- Manage and guarantee semi-monthly disbursement of payroll payment for 950 employees;
- Perform daily payroll operations and manage workflow to ensure all payroll transactions are processed accurately and timely;
- Oversee the daily employee benefit operations, monitor the workflow to ensure all employee benefit transactions are processed accurately and timely;
- Process pay and deductions for new hires, temporary workers, employee transfers, salary changes and terminations;
- Reconcile payroll journals prior to closing each pay period to ensure accuracy of all employee pay transactions;
- Manage monthly New Employee Orientation meetings and the annual Open Enrollment process;
- Reconcile Benefit Statements to employee payroll withholding amounts and process necessary corrections to clear variances;
- Audit payroll source documents including Forms W-4, deduction authorizations, time reporting documents and general ledger account coding to ensure accurate pay processing and posting to the financial management system;
- Ensure systems are set-up and updated to reflect current tax tables, benefit cost-share tables and pay date calendars;
- Understand proper taxation of employer paid benefits and apply related regulations;
- Manage the District's payroll database by ensuring that employee data is accurate and up to date in the InfiniteVisions financial management system;
- Effectively manage time to meet the demands of a heavy workload, strict timelines and deadlines.
- Maintain a complete and accurate record of all documentation related to payroll and benefit responsibilities for audit purposes; maintain the source documentation for all employee authorizations;
- Maintain the payroll and benefit calendar and monitor tax, benefit and deduction reconciliation and remittance submission deadlines; coordinate with oversight agencies in confirming all requirements are met;
- Investigate employee complaints; work with Human Resources and other oversight agency representatives to troubleshoot and resolve issues;
- Manage the Payroll Encumbrance process;
- Manage the periodic Federal and State tax reporting requirements including annual IRS Form W-2 and ACA;
- Assist with the annual District Audit, as required, for review of the Payroll and Benefit functions;
- Assist in the training of District staff and provide technical support in the use of the InfiniteVisions as related to the Payroll module and the District's internal payroll/benefit processes.
- Work cooperatively with colleagues, supervisors and administrators;
- Demonstrate confidential behavior, a strong work ethic and positive interpersonal skills;
- Maintain behaviors appropriate to performing and accomplishing assigned duties; be self-motivated, show initiative and use sound independent judgment and decision-making, based on Federal and State regulation, PED guidelines and District policy and procedure;
- Actively engage in professional development and keep informed of changes in payroll and benefit requirements and best practices;
- Other duties as assigned by the Director of Finance.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
In the sections that follow, the frequency categories are defined as follows:
Occasionally = 1 to 33% of the normal workday or class of actions. Frequently = 34 to 66% of the normal workday or class of actions.
Continuously = 67 to 100% of the normal workday or class of actions.
- WORKING POSITIONS, POSTURES AND SKILLS
- Standing, walking are occasional but necessary conditions of employment as needed to perform duties at work stations and moving between offices.
- Sitting is a continuous and necessary condition of employment.
- Bend/squat/stoop/twisting of torso are occasional but necessary conditions of employment as needed to perform work tasks and reach work tools.
- Reach out and up is an occasional but necessary condition of employment as needed to use equipment and technology.
- Grasping, manipulating, and other motor skills are continuous but necessary conditions of employment as needed to use equipment and technology.
- Head, neck movement and small muscle flexibility are continuous and necessary conditions of employment as needed to do written work and handle technology.
- Near and far vision and speech are continuous and necessary conditions of employment as needed to read and communicate information and ideas.
- Quick reaction and response are occasional but necessary conditions of employment as needed to respond to emergencies and multiple tasks.
- Use of hands and fingers is frequently required to operate keyboards, mouse, telephones and other technology.
- Stand, sit, and reach with hands and arms frequently.
- Lift and/or move up to 10 pounds occasionally to use manuals and equipment.
- Read, interpret, speak, and write in an appropriate manner to frequently prepare, understand, and give information to administration, staff and the public.
- Ability to calculate figures and reason on a frequent basis in determining bookkeeping needs and solving problems.
- EFFORT AND EXERTION
- Lifting, carrying, pushing and pulling up to 10 pounds frequently and 25 pounds occasionally as needed to move objects.
- Stamina and endurance continuously as needed to work an eight hour day or longer.
- WORK AND ENVIRONMENTAL CONDITIONS
- Must be able to work within various degrees of noise, temperature, and air quality as an essential and frequent condition of employment.
- Must be able to be flexible and patient to work with frequent interruptions as an essential and frequent condition of employment.
- Must be able to interact with the public and staff in a tactful and cooperative manner as an essential and continuous requirement of employment.
- Must be able to manage a heavy workload and meet strict deadlines and due dates.
- Must be self-motivated and able to complete job assignments in a timely and accurate manner without direct supervision as an essential and occasional condition of employment.
- After hour work may be required.
- Knowledge of Universal Hygiene Precautions
- Must be proficient in the use of information technology including InfiniteVisions, or other financial management systems, and MS Office;
- Must have the ability to operate various office machines, including personal computers, copiers, scanners, printers and 10-key calculators.
TERMS OF EMPLOYMENT:
Salary and work year to be established by the Board based on the adopted Administrative salary schedule; evaluated annually by the Director of Finance based on Administrative competencies established by NM State Purchasing Department and local competencies determined by the Board each year.