Payroll Specialist

Basic Function And Qualifications Classified Employee's Salary Range: A-42 Under general supervision, perform a variety of technical payroll accounting duties to assure that District employees are paid in an accurate and timely manner; prepare and maintain complex accounting and payroll records and spreadsheets; and perform other related work as necessary. Distinguishing Characteristics Among Related Classes Payroll Specialist incumbents perform a variety of specialized accounting duties in the area of processing payroll and related records for assigned payrolls. Accounting Technician incumbents are assigned general accounting tasks by coordinating and monitoring expenditures and receivables for specified schools and funds. Education Educational attainment equivalent to a high school diploma or its recognized equivalent. Experience Three (3) years increasingly responsible payroll, accounting or financial record keeping experience. Equivalency Provision Two (2) years of additional education equivalent to a minimum of sixteen (16) verifiable college units in business administration, accounting, finance and/or related fields may be substituted for two (2) years of experience. Job Duties Communicate with District personnel in person and on the phone to resolve payroll discrepancies and provide information concerning salaries, deductions, earned vacation, sick days and voluntary deductions including deferred compensation and tax sheltered annuities; distribute necessary forms; verify accuracy of completed forms Process payroll and related records for classified and certificated personnel; compute hours and pay of employees for each payroll period; compute and summarize deductions such as withholding tax, retirement, insurance and maintain records of deductions; verify and input data; audit for compliance with State and federal rules and regulations and collective bargaining agreements; review and audit payroll data, records and reports for accuracy and completeness Administer paychecks and special earning payments and payment cycles Adjust, verify and process pay increases, corrections, retirements, overtime, sick leave, vacation, and worker's compensation; prorate and balance time reports and reconcile payroll records with County HRS System Prepare and maintain files, records and a variety of quarterly, annual and amended reports related to employee information, taxes, retirement, employment, benefits, leave and other related records; resolve issues related to taxes as needed; audit Federal, State, Medicare and other tax payments and balance payments to W-2 totals Process and audit employee reimbursements for retirees; ensure that all requests comply with District policy and receipts are included with the request. Process salary adjustments; maintain leave balances including but not limited to sick leave, necessary leave, and vacation time Prepare pre-list authorization for payment requisitions related to employee payroll deductions and district contributions; obtain check signature and arrange for payment mailing; issue approved checks; file back-up documentation. Prepare various spreadsheets to track accounting transactions and histories. Distribute and receive time keeping forms from District sites; audit for accuracy and completeness; recalculate totals on large time reports; compile and batch time sheets for input into the computerized payroll system for various calculations such as taxes, retirement contributions and other deductions; review and edit reports for accuracy Stay up-to-date with changes in federal and state rules and regulations; use of appropriate payroll codes, and federal and state tax changes; ensure the District meets legal requirements with regard to payroll taxes and garnishments and provides all required information and payments to the Internal Revenue Services, state tax authorities, and other regulatory agencies; enter federal and state withholding and voluntary deductions in payroll system Input vendor payments related to payroll into spreadsheets and District database; maintain, update and clear Revolving Cash Fund for payroll revolving checks Prepare and direct correspondence regarding payments, deposits, and accounting procedures. Prepare and balance journal entries Performs other duties as assigned. Knowledge of Accounts payable and accounts receivable practices and procedures HRS and County payroll systems Payroll accounting, including deduction, leave, retirement and timekeeping procedures Bookkeeping practices Payment discrepancy reconciliation methods Automated accounting system practices Office filing and record keeping techniques Tax withholding, voluntary deductions, garnishments and supplemental insurance Laws, rules and regulations related to assigned activities Payroll filing, record-keeping and report preparation techniques Principles and techniques involved in payroll preparation, monitoring and control Ability to Operate a personal computer to utilize spreadsheet, database, word processing, and accounting system applications Input data and operate ten-key calculator quickly and accurately Clarify contract restrictions through review of BOE minutes Work independently Review work of others for completeness and accuracy Communicate effectively with vendors, school accounting staff, and department representatives Work cooperatively with others Demonstrate flexibility and respond to changing requirements and job assignments Schedule, organize, and complete work in accordance with deadlines Understand and follow specifications and instructions Identify errors or discrepancies in accounting documentation Compare and match related accounting documents File documents alphabetically, numerically, and chronologically Apply and explain laws, rules and regulations related to payroll activities Prepare time sheets for payroll process Monitor, adjust and reconcile payroll data Supervision and Working Conditions Supervision received from higher level management within Business & Fiscal Services. Environment: This is primarily a sedentary classification and the employee works in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. The employee interfaces with co-workers, vendors, faculty, school accounting staff, administrators, and department supervisors in clarifying purchase and contracts, reviewing work, providing guidance regarding accounting procedures, and requesting and providing information. Physical Demands: Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or calculator and to operate standard office equipment. The position occasionally bends, stoops, reaches, pushes and pulls drawers to retrieve and file information and lifts and carries reports and records that typically weigh less than twenty (20) pounds. Benefits and Conditions of Employment Condition of Employment: All potential employees must provide evidence of their identity and authorization to work in the United States before they will be hired. State law requires employees to provide proof that they have had a recent negative tuberculosis test result. All new employees are fingerprinted and conviction records, if any, are checked. Salaries, Merit Increases & Advanced Step Placement: Salaries generally begin on the first step of the appropriate salary range. Permanent employees receive an increase after six months of continuous satisfactory service and equal raises based on merit at subsequent one year intervals for a total of five increases. Relevant experience and/or education in excess of entry requirements may permit employment at other than the first step. If employed at a higher step, salary increases are granted annually until reaching the end of the salary range. Benefits: Permanent employees will receive paid holidays, sick leave, vacation and longevity benefits per bargaining unit contract or Personnel Commission Merit Rules. The District offers a comprehensive package of insurance benefits to full-time employees and their families, which includes major medical and dental. (Permanent employees who work less than full-time, but a minimum of four (4) hours will contribute an amount proportionate to the number of assigned hours for major medical and dental.) Employees belong to the Public Employees' Retirement System to which the District makes contributions approximately equal to those deducted from the employee's pay. The Santa Monica-Malibu Unified School District does not discriminate based on actual or perceived sex, age, ancestry, color, ethnic group identification, gender, mental and/or physical disability, national origin, race, religion, sexual orientation, and a person's association with a person or group with one or more of these actual or perceived characteristics. Assuring Equal Opportunities through the Merit System since 1938. #J-18808-Ljbffr