Job Title: Payroll Specialist

Division: Financial Services

Classification: Specialist I

Calendar: 240 days

Reports to: Director of Financial Services

FLSA Status: Exempt

Job Summary: The essential function of the position within the organization is to perform specialized administrative work in support of general Payroll functions. The purpose of performing technical and confidential payroll and accounting operations using the District’s iVisions software for Human Resources/Payroll and Accounting, and the automated time and attendance system, TimeClock Plus. The Payroll Specialist is responsible for generating the District’s payroll, ensuring the accuracy and timeliness of paychecks, direct deposits, payroll liability payments, and required quarterly and annual reports in accordance with established district, state and federal requirements and provide up-to-date reference materials for review and audit. The position is responsible for overseeing scheduled and unscheduled payroll calculation and processing, maintaining related records and reports, review the work of support staff as assigned, and performing related administrative as assigned.

Essential Job Functions:

This list represents the essential tasks performed by the position. These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other duties as assigned.

1. Perform full cycle of payroll processing timely and accurately, utilizing diverse procedures and program requirements for ensuring compliance with established guidelines.
2. Analyze a variety of payroll related information (e.g. contract requirements, timesheets, leaves, deductions, contributions, salary schedules, withholding information, payroll authorizations, and account numbers, etc.) for updating information and/or providing input to accounting system.
3. Review new hire, mid-year changes and termination pay calculations for accuracy.
4. Compute wages and deductions, create vouchers and enter data / adjustments into District computer system.
5. Compile and review TimeClock Plus reports and imported data to detect and reconcile payroll discrepancies.
6. Research discrepancies of payroll information and/or documents, such as exemptions, leave of absence, transfers and resignations, direct deposit, etc. for ensuring accuracy and adherence to procedures prior to processing.
7. Receive, validate, calculate and remit garnishments to employee wages.
8. Prepare and file W-2 forms, state and federal tax payments and returns, and certain required forms and requests for information.
9. Reconcile, verify and pay vendor invoices for employee and employer paid deductions.
10. Maintain employee information in Public Employee Retirement System (PERS) and Oregon Public Services Retirement System (OPSRP), including reporting new hires, status changes, and terminations, monitoring, balancing and submitting hours and contributions, and responding to benefit verification requests.
11. Research employee work history to determine PERS eligibility and respond to requests for information from PERS representatives.
12. Perform redirecting / correction of position funding when necessary.
13. Prepare monthly, quarterly and annual reports in a timely manner including, but not limited to, the following: monthly US Department of Labor Employment Stats, quarterly Federal 941 and Oregon Quarterly, annual W-2’s and other related reports. Record and submit third party sick payments to the I.R.S.
14. Prepare Medicaid Administrative Claiming (MAC) wage and benefits survey data three times a year.
15. Compile requested information for annual financial and SAIF Workers’ Compensation audits of payroll records.
16. Submit reports as needed, including but not limited to Labor Report, Multnomah Work Site Report and Carruth Compliance Report.
17. Assist with fiscal year close and rollover of payroll and human resources systems, including import of employee salary schedules and step increases, work calendars, annual stipends and review of leave plans, deductions and pay period set up.
18. Issue pay adjustments to pay related to previous errors or retroactive increases.
19. Keep informed about changes in payroll and deduction-related District policies, District collective bargaining agreements, State and Federal laws, and IRS and Oregon Department of Revenue regulations that apply to the payroll process.
20. Participate in the development, maintenance and innovation of payroll-related processes and procedures with a focus on creating efficiencies.
21. Provide excellent customer service and information to employees and administrators on payroll matters, tax issues, etc.
22. Setup and file documents and records according to predetermined classifications, maintaining alphabetical index and cross-referenced files.
23. Respond to inquiries in a timely fashion and/or direct to appropriate staff member.
24. Comply with applicable District, state, local and federal laws, rules and regulations.
25. Respect and secure confidential information and the privacy of students and employees.
26. Maintain acceptable and appropriate attendance.
27. Occasionally perform work beyond a standard 40-hour work week when workload requires.
28. Monitor and track eligibility for PERS contributions and deductions.
29. Maintain close working relationships with Human Capital Management to ensure correct and prompt receipts of payroll information regarding new and terminating personnel.

Other Job Functions:

1. Maintain appropriate training as required.
2. Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
3. Report promptly to supervisor known/potential business risks and work with supervisor to resolve issues.
4. Participates in various meetings and professional development activities for the purpose of sharing information and/or improving one's skills/knowledge.
5. Establish and maintain effective working relationships with a variety of people in a multicultural and diverse socio-economic setting.
6. Establish respectful and effective lines of communication amongst all stakeholders.
7. Responsible for being familiar with the school/district policies and procedures which govern the work.

Experience Required:

1. Prior experience processing payroll for a school or school district. Experience using iVisions software for Human Resources/Payroll and Accounting, and the automated time and attendance system, TimeClock Plus is a plus.
2. Experience working in a richly diverse school community and environment; bilingual or multilingual skills are highly desirable; understanding and sensitivity to the needs of cultural and ethnic groups and individuals who are English language learners.
3. Proficiency in multiple modes of communications (e.g., voice, data, messaging). Ability to approach problems and issues from multiple perspectives to address District needs.
4. Ability to absorb, analyze, and organize information and ideas and to present oral and written reports in a manner appropriate to audiences.
5. Ability to communicate effectively and work collaboratively with District staff, community members, and other stakeholders.
6. Ability to prepare and manage budgets, address multiple priorities, lead and review payroll related staff work, adapt to change, and meet timelines.
7. Work effectively with and respond to people from diverse cultures or backgrounds.
8. Demonstrate professionalism and appropriate judgment in behavior, speech, and dress in a neat, clean, and appropriate professional manner for the assignment and work setting.
9. Prompt and regular attendance is required. Confer regularly with immediate supervisor.
10. Follow all District policies, work procedures, and reasonable requests by proper authority.
11. Maintain the integrity of confidential information relating to students, staff, or District Patrons.
12. Ability to respect confidential information.
13. Computer skills to include use of word processing programs, database programs and the Google Suite of products.
14. Demonstrated ability to compose and produce clear, coherent professional documents.
15. Consideration will be given to an alternative combination of experience and training that provides the required knowledge, skills, and abilities and that encompasses the essential functions.

Physical Demands: Include sitting for prolonged periods while performing work with a computer and telephone; reaching/handling/manual dexterity, talking/hearing conversations for extended timeframes; near visual acuity with or without visual accommodation. Work activities may include bending, stooping, kneeling, and occasional lifting of items weighing 20 to 50 pounds.

Education Required: Minimum of an Associate degree with an emphasis in accounting, finance, business, or related field, minimum of two years of progressive accounting experience in accounting and/or Payroll, or any combination of education and experience which would provide the applicant with the desired skills, knowledge, and ability required to perform the essential and other functions of this job.

Licensing/Special Requirements: Oregon Fingerprint and Criminal Background Check clearance. Possession of, or ability to obtain, a valid State of Oregon Driver’s License and evidence of insurability.