What are the responsibilities and job description for the Fiscal Affairs | 8hr 52wk Payroll Clerk position at Fort Wayne Community Schools?
Basic Function
Perform a variety of technical payroll accounting duties to assure designated District employees are paid in an accurate and timely manner and in compliance with bargaining agreements district policies federal and state regulations and laws; prepare process audit evaluate and distribute a variety of employee payroll data information forms records and reports.
Qualifications
Any combination equivalent to: graduation from high school supplemented by college-level course work in accounting or related field and three years’ experience performing payroll department functions. Current FPC designation (Fundamental Payroll Certification) or CPP designation (Certified Payroll Professional) preferred. The employee must have strong Microsoft office computer and oral and written communication skills. Incumbents must possess knowledge of the technical aspects methods processes principles practices procedures and terminology used in assigned field.
Essential Functions
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 regularly required to speak and hear. The employee is required to have dexterity of hands and fingers. The employee is required to sit or stand for extended periods of time. They may be occasionally required to bend at the waist kneel or crouch. Specific vision acuity is required. While performing the duties of this job the incumbent is seated or walking at will and must be able to push pull lift and carry up to 25 pounds on occasion.
Perform a variety of technical payroll accounting duties to assure designated District employees are paid in an accurate and timely manner and in compliance with bargaining agreements district policies federal and state regulations and laws; prepare process audit evaluate and distribute a variety of employee payroll data information forms records and reports.
Qualifications
Any combination equivalent to: graduation from high school supplemented by college-level course work in accounting or related field and three years’ experience performing payroll department functions. Current FPC designation (Fundamental Payroll Certification) or CPP designation (Certified Payroll Professional) preferred. The employee must have strong Microsoft office computer and oral and written communication skills. Incumbents must possess knowledge of the technical aspects methods processes principles practices procedures and terminology used in assigned field.
Essential Functions
- Participate in processing payroll for District employees; assure employees are paid in an accurate and timely manner; receive review verify and process various payroll records and documents; calculate a variety of payroll-related data. Understand end-to-end calculations relating to an employee’s paystub and/or W-2 forms; have the ability to explain technical calculations to employees using understandable language and terms.
- Provide technical support and resolve issues involving FWCS employees unit heads and outside agencies concerning payroll functions; respond to inquiries and provide detailed and technical information concerning pay deductions absence benefits pay calendars schedules transactions practices techniques standards records laws regulations policies and procedures contracts and policy books.
- Maintain current knowledge of laws rules regulations and policies related to payroll functions and make modification to programs and procedures to assure compliance with established requirements as necessary.
- Participate in receiving preparing processing and evaluating various payroll related forms and applications; calculate code prepare adjust and revise hours pay rates taxes absence history and other payroll data.
- Review and audit employee time information assignment sheets payroll data and reports; identify payroll discrepancies and make appropriate corrections additions and deletions; compare audit and reconcile payroll related documents and reports with payroll records to assure accuracy of pay. The auditing of assignment sheets includes ensuring the accuracy of gross pay for new and terminating employees and the proper setup of specific codes for new hires in the payroll system by HR. Initiate and calculate authorized manual payments or correct pay errors on future payrolls after careful investigation and discussion with the interested parties.
- Reconcile and balance payrolls with predetermined control totals. Process payment of deductions taxes and employer benefits; submit employees’ direct deposit payroll file; maintain payment files; prepare regular and periodic reports for retirement funds.
- Prepare and distribute a variety of correspondence including but not limited to: user guides for payroll secretaries balance out contract explanation letters “no pay” day explanation letters tax exempt status inquiry letters rejected direct deposit follow-up letters statements for manual pays and void payroll transactions INPRS email requests subpoenas interrogatories employment verifications and FAQs for direct deposits summer pays processing child support interrogatories and other garnishments.
- Calculate and process gross pay for special payroll transactions such as retirements terminations leave of absences retroactive pay (including overtime) in-services travel athletics lump-sum vacation garnishment refunds insurance refunds stipends “buy-back” payments supplemental contracts and other matters; balance contracts to ensure accurate employee gross pay.
- Calculate and process child support tax levies garnishments and interrogatories. Maintain electronic records; revise child support and garnishment workbook; update child support websites for new hire deductions and notification of terminated employees.
- Maintain a working knowledge of union contracts and policy books as it relates to payroll and benefits. Be aware of language differences between employee groups including but not limited to: overtime calculations Workers Compensation differential eligible holidays district closings exceptions of benefit time usage and “on call” pays.
- Update INPRS website with last date in pay status when employees separate employment with FWCS. Research and respond to former and retired employees’ salary and service credit cases requested by INPRS. Confer with INPRS to resolve issues or concerns regarding transactions and special payrolls.
- File and maintain confidential payroll personnel files and records using scanners and content management software.
- Reclassify balance and reconcile payroll distribution for posting to the general ledger; confer with various departments on payroll distribution issues.
- As needed and as time permits assist the internal auditor with payroll audits in our units and perform basic extracurricular accounting procedures for schools on a temporary or substitute basis; maintain a working knowledge of extracurricular accounting policies and procedures.
- Perform related duties as assigned by the administrator to meet the particular needs of the assigned building/unit.
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 regularly required to speak and hear. The employee is required to have dexterity of hands and fingers. The employee is required to sit or stand for extended periods of time. They may be occasionally required to bend at the waist kneel or crouch. Specific vision acuity is required. While performing the duties of this job the incumbent is seated or walking at will and must be able to push pull lift and carry up to 25 pounds on occasion.