Payroll Coordinator

Position:                      Payroll Coordinator

Term:                          Full-time, 12 Months

Classification:             Classified, Non-exempt

Location:                     Administration Building

Qualifications:            High School Diploma, or equivalent, required; Business or Accounting coursework or training, preferred; Three to five years of experience in a payroll processing or bookkeeping position, preferred; Extensive knowledge of Microsoft Office Suite and Google Suite, required; Quality customer service skills, required

Supervisory:                No

Reports to:                  Director of Human Resources

The Payroll Coordinator is responsible for the accurate and timely processing of employee payroll in compliance with federal, state, and district regulations. This position plays a key role in maintaining employee trust and supporting the district’s financial operations through attention to detail and adherence to established procedures.

General Expectations:

• Supports the mission of Carthage R-9 School District.
• Supports the value of education.
• Become familiar with, enforce, and follow all applicable Board policies and regulations, administrative procedures, other directions given by district administrators and supervisors, and state and federal laws.
• Properly supervise students at all times, if applicable to essential job functions.
• Obey all safety rules, including rules protecting the safety and welfare of students.
• Care for, properly use, and protect school property.
• Maintain courteous and professional relationships with students, parents/guardians, other district employees and the public.
• Communicate effectively with supervisors, department staff, all members of the school district, and community as required.
• Provides excellence in customer service both internally and externally.
• Complies with privacy rights and safeguards confidential and/or sensitive information pertaining to staff and students.
• Reacts to change productively and receive and transmit constructive criticism as it relates to job duties.
• Actively participate in professional development and obtain skills and information necessary to effectively perform job duties.
• Conduct all official business in a professional and timely manner, utilizing district technology resources.
• Arrive to work and leave work at the time specified by supervisors and attend all required meetings pertinent to the position.
• Maintains accurate records and filing systems for accountability and audit purposes as required by law and Board policy.
• Solve practical problems as needed to complete job duties.
• Read and interpret documents such as work orders, safety rules, and handbooks and apply to job duties.

Essential Functions:

• Implements, maintains, and reviews payroll processing and accounting systems for the purpose of ensuring timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions.
• Enters, maintains, and/or processes information in the payroll system; information may include employee’s hourly rates, salaries or other compensation, time worked, paid leave and holidays, deductions and withholding, demographics, and other information for the purpose of ensuring compliance with established guidelines.
• Ensures accurate and timely processing of payroll updates including new hires, position changes, terminations, and other changes to pay rates for the purpose of ensuring accuracy of records and employee payments.
• Records and processes federal and state payroll tax deposits for the purpose of ensuring compliance with federal, state, and local payroll, wage, and hour laws and best practices.
• Prepares and files all required payroll reports (Form 941, W-2, PSRS/PEERS; etc.) for the purpose of delivering services in compliance with established guidelines.
• Authorizes monthly payments to vendors for the purpose of ensuring ongoing benefit coverage for employees and their families.
• Prepares a variety of payroll related documents (e.g. invoices for overpayments, retirement plan transfers, payroll register, stop payments, W-2 controls, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.
• Reconciles payroll account balances (e.g. time sheets, direct deposits, wage attachments, benefits, etc.) for the purpose of maintaining accurate account balances and complying with established guidelines.
• Researches discrepancies of payroll information and/or documentation (e.g. time sheets, leave time, etc.).
• Resolves discrepancies with payroll and/or benefit information and/or documentation (e.g. payroll, withholding versus W4, salary status, etc.).
• Responds to inquiries regarding payroll procedures (e.g. wage levies and garnishments, contributions, direct deposits, leave balances, etc.).
• Confers with a variety of internal and external parties (city/state/federal agencies, etc.) for the purpose of ensuring the accurate payroll processing.
• Assists auditors for the purpose of providing supporting documentation and/or information on internal processes that is required for audit.
• Research of current laws, regulations, technological advances related to payroll; needed changes to procedures, compliance and/or processes; communications to district staff regarding changes in compliance and procedures, maintenance of ACA data; submission of new employee information to Missouri Department of Social Services, etc.
• Participates in department meetings, in-service training, workshops, etc. for the purpose of conveying and/or gathering information required to perform job functions.
• Carry out all other duties as assigned.

Physical Demands

While performing the duties of this job, the employee is regularly required to walk, talk, and hear. The employee frequently is required to stand or sit. Specific vision abilities required by this job include close vision, distance vision, and depth perception. The employee must be able to lift 25 pounds.

Attendance

Regular and consistent attendance is an essential function of this position. 

The work conditions and environment described here are representative of those that an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Conditions and Environment

The individual who holds this position will regularly work in a quiet, office environment that is fast-paced and deadline-driven, especially during payroll processing periods. The work requires close attention to detail and extended periods of time using a computer. The position involves frequent interaction with staff members in person, by phone, and by email to resolve payroll-related questions or issues.

Note:  The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.  Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

Carthage R-9 School District is an Equal Opportunity Employer and does not illegally discriminate in its programs, services, activities or facilities.