COAST UNIFIED SCHOOL DISTRICT

Job Description

Title: Payroll, Health & Benefits Coordinator
Salary Range: Confidential Management

Work Year: 12 Months / 261 Days
Reports To: Chief Business Official / Superintendent

Classification: Confidential Management

Job Summary:

Under the direction of the Chief Business Official or Superintendent, the Payroll, Health and Benefits Coordinator coordinates and performs complex, technical, and confidential payroll, benefits, and related personnel support functions for the District. This position is responsible for the accurate and timely processing of payroll, administration of employee health and welfare benefits, maintenance of leave and compensation records, preparation of required reports, and support of compliance with applicable laws, regulations, collective bargaining agreements, and District policies. This position serves as a key resource to employees, retirees, administrators, and outside agencies on payroll and benefits matters.

Qualifications:

Knowledge of:

• Principles, practices, methods, and procedures of payroll administration and financial recordkeeping.

• Health and welfare benefits administration, including enrollments, billing, reconciliation, eligibility tracking, and employee support.

• Generally accepted accounting principles and their application to California school accounting methods.

• Applicable laws, regulations, deadlines, and reporting requirements related to payroll, benefits, retirement systems, leaves, and employee records.

• Collective bargaining agreement provisions related to salary placement, extra-duty compensation, leaves, benefits, and related personnel matters.

• Modern office practices, procedures, methods, and equipment.

• Computer applications, spreadsheets, databases, and electronic payroll and recordkeeping systems.

• Methods of preparing, maintaining, reviewing, and reconciling detailed financial and personnel records.

• Principles of effective oral and written communication and customer service.

Ability to:

• Work independently and manage multiple priorities and deadlines. 

• Process payroll and related transactions accurately and within established deadlines.

• Perform detailed and complex mathematical calculations with accuracy.

• Interpret and apply applicable laws, regulations, policies, procedures, and negotiated agreements.

• Maintain accurate, organized, and confidential records.

• Reconcile accounts, identify discrepancies, and take appropriate corrective action.

• Prepare clear, accurate, and comprehensive reports, forms, and correspondence.

• Communicate effectively, both orally and in writing, with employees, retirees, administrators, vendors, and agency representatives.

• Establish and maintain cooperative and professional working relationships with other

Essential Job Functions:

1. Coordinate and process District payroll, including the preparation, verification, maintenance, and distribution of payroll records, reports, and forms.

2. Maintain payroll-related records and reports, including audit and timekeeping documentation.

3. Monitor and maintain records of employee absences, leaves, and compensatory time using District absence tracking system.

4. Coordinate with Human Resources regarding employee leave entitlements, resignations, retirements, terminations, and related personnel actions.

5. Prepare and process pay warrants for extra-duty assignments, coaching assignments, substitutes, and other supplemental compensation.

6. Track substitute employee hours and other payroll-related assignment data.

7. Administer employee health and welfare benefits for active employees and retirees, including eligibility, enrollment, changes, billing reconciliation, and employee support.

8. Prepare and distribute open enrollment materials and provide information to employees, retirees, bargaining units, management, and confidential staff regarding benefit options and coverage.

9. Respond to employee and retiree inquiries regarding payroll, deductions, benefits, leave balances, and related matters.

10. Reconcile payments, deductions, and contributions with vendors, insurance carriers, third-party administrators, and the San Luis Obispo County Office of Education.

11. Manage and maintain records related to voluntary deductions, association payments, deferred compensation plans, and other employee payroll deductions.

12. Monitor and reconcile District 403(b) and 457 plan contributions with appropriate agencies and administrators.

13. Prepare and submit required reports related to payroll, Affordable Care Act compliance, Employment Development Department reporting, tax reporting, long-term debt reporting, and other state, federal, or local requirements.

14. Prepare CalSTRS and CalPERS reports and coordinate submissions with the county office of education.

15. Prepare and maintain required employee notices, work calendars, benefit communications, and other payroll- or benefits-related correspondence.

16. Assist in the preparation of salary and benefits data, analyses, and supporting materials for negotiations and labor relations purposes.

17. Assist in the review, preparation, and processing of information related to reclassifications, bargaining proposals, compensation studies, and benefits analyses.

18. Assist in processing employee grievances related to salary, benefits, leave, and other payroll- or personnel-related matters.

19. Oversee and process workers’ compensation claims reporting, file management, and related compliance requirements.

20. Coordinate meetings and informational sessions related to employee benefits, retirement, and other assigned topics.

21. Maintain current knowledge of laws, regulations, deadlines, software systems, and best practices affecting payroll, benefits, and related business operations.

22. Respond to department emails, voicemail messages, and requests for information in a timely and professional manner.

23. Perform other duties as assigned in support of District business operations.

Qualifications:

• High school diploma or equivalent.

• Supplemental coursework in accounting, bookkeeping, business administration, or a related field is desirable.

• Valid California driver’s license.

• Demonstrated ability to perform complex technical, clerical, accounting, and recordkeeping duties with accuracy and efficiency.

• Experience using computerized payroll, benefits, financial, and personnel record systems.

Education: Equivalent to an associate’s degree in business, finance, accounting or related field. Additional coursework in accounting, bookkeeping, business administration, human resources, or a related field is desirable.

Experience: Two years of increasingly responsible experience in payroll, benefits administration, school business, accounting support, financial recordkeeping, or a related field involving computer-assisted processes is desirable. Experience in a public school district or public agency environment is preferred.

Physical Requirements:

• Understand speech at normal levels in person or on the telephone.

• Communicate clearly so others can understand in person or on the telephone.

• Operate computers, copiers, and other standard office equipment with sufficient dexterity.

• Occasionally lift, carry, or move office equipment and supplies weighing up to 25 pounds.

• Maintain mental acuity sufficient to perform analytical work, solve problems, and manage detailed tasks and deadlines.

Supervision:

Under the direct supervision of the Chief Business Official and/or Superintendent