HUNTINGTON COUNTY COMMUNITY SCHOOL CORPORATION

JOB DESCRIPTION

Position Title: Payroll Specialist

Terms of Employment: 12 Month Position

Evaluated By: Assistant Superintendent for Business and Classified Staff

Job Summary

Insures that payroll functions are organized and processed, while making sure all regulations are being met; assists the Superintendent for Business and Classified Staff with budget preparation and development

Employment Requirements

• High school diploma required
• Technology skills: Required (Word, Excel); Preferred (Outlook, New World Systems)
• Prefer experience with Indiana public school fund accounting
• Previous experience working in a payroll environment
• Excellent oral and written communications skills
• Excellent customer service skills, ability to resolve problems with internal and external customers

Classified Employee Confidentiality Statement

As an employee of the Huntington County Community School Corporation, some job duties may involve access to information/records that are considered confidential. Employees of the school corporation respect the confidentiality of the student and follow procedures to protect privacy.

Essential Job Duties

• Maintain employee information including changes to: address, tax, pay rates or benefits, set up new employees-w/HR
• Ensure payroll processing is completed accurately and timely biweekly
• Ensure that all employees are paid from correct accounts and funds
• Verify and enter hourly employee information
• Enter biweekly payroll exceptions
• Enter attendance for all employees
• Verify correct data has been entered
• Prepare, balance and pay PERF and TRF contributions - biweekly reporting to INPRS
• Retain payroll records
• Resolve problems with building and employees
• Calculate, balance and submit monthly State and County Tax Withholdings
• Calculate, balance and submit 941 reports to IRS quarterly
• Prepare and submit annual 100-R report by January 31
• Print and mail W-2 forms annually/reports to IRS and state
• Calculate and prepare retro pay for employee groups as needed
• Comply with state and federal regulations
• Prepare salary and fringe benefit cost projections for all employee groups for budgeting
• Prepares salary and fringe benefits projections for grant planning/maintenance
• Annual Open Enrollment of American Fidelity – ensure changes are accurate
• Monitor and enter leave days from other Corporations for Certified Staff
• Assist with the preparation of the Annual Financial Report
• Prepare retirement forms and verify service credit for ISTRF and PERF

Job Description

Payroll Specialist

Page 2

• 
  Complete and submit Verification of Employment forms when received
• Resolve payroll problems with building secretaries and employees
• Complete special projects as assigned by the Business Manager
• Perform other duties and responsibilities as required.
• Meets all aspects of the Classified Employee Handbook
• Policies and procedures related to financial management practices
• Calculate and submit figures for Indiana Department of Workforce Development – monthly and quarterly
• Maintain federal, state and county tax schedules and all other schedules within New World Systems
• Prepare annual payroll schedule and distribute to employees
• Communicate pertinent information to all employees as needed

Essential Cognitive Factors

• Plan, organize, and schedule priorities
• Use judgment and initiative in making sound decisions and in developing solutions to problems
• Discreetly handle confidential and politically sensitive matters
• Make decisions in accordance with established policies and procedures
• Tactfully and courteously respond to requests and inquiries/complaints from the general public and staff
• Communicate clearly and concisely, both orally and in writing
• Establish and maintain effective working relationships with students, staff and the community

Physical Factors

(Occasionally = 0-2.5 hrs./day; Frequently = 2.5-5.5 hrs./day; Constantly = 5.5 hrs./day)

• Sitting/standing – constantly
• Stooping/kneeling/crouching - occasionally
• Hearing and speaking clearly - constantly
• Lifting (up to 20 lbs.) - occasionally

The Huntington County Community School Corporation assures Equal Employment Opportunities for job candidates and employees. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position activities and requirements. However, management and administration reserves the right to modify, add, or remove duties and assign other duties as necessary. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position.

Payroll Specialist Date