Payroll Clerk

Payroll Clerk

Primary Purpose Administer the school district's payroll function, implementing procedures and processes, ensuring the accuracy of payroll-related data and compliance with school district and regulatory agency requirements and guidelines.

Essential Functions:

• Inputs and processes payroll information in accordance with established practices; assuring accurate program and funds distribution for timely and accurate payment of district employees.
• Authorizes supplemental payroll checks for the purpose of resolving problems and meeting special compensation requirements.
• Inputs and maintains all information into the payroll processing system regarding federal and state taxes, as well as all deductions (e.g., retirement, health insurance, dues, garnishments).
• Sets up and maintains direct deposit system to ensure proper deposits of payroll checks.
• Implements assigned programs and projects.
• Researches discrepancies of payroll information and/or documentation for the purpose of ensuring accuracy and implementing corrective measures, as necessary.
• Updates payroll information (e.g., changes to wages/salaries, deductions) annually as needed.
• Prepares and distribute all annual tax information (i.e., W-2 statements).
• Inputs information regarding attendance for posting and reporting.
• Composes a variety of materials (e.g. reports, memos, letters, procedures, manuals, etc.) for the purpose of documenting activities, providing written reference and/or conveying information regarding expenses, balances, etc.
• Enters and codes leave for all employees.
• Initiates, calculates, verifies, and completes all payrolls in a timely fashion.
• Enters edits, adjustments and setup items in timetracker.
• Exports data between systems.
• Prepares withholding checks and verifies balances in general ledger accounts.
• Enters garnishments, levies and child support payments.
• Calculates, verifies, and completes all state, federal, employee, and other reports as required.
• Prepares quarterly and year end reports.
• Maintains information on all payroll programs such as insurance, flexible benefits, various voluntary withholdings, etc.
• Submits transfers for flexible account payments as well as health savings accounts.
• Create, adjust and send other payroll bills.
• Administers the Long Term Disability Program, including determining eligibility and computing payment.
• Provides information and assistance for budgeting, negotiations, and pay equity.
• Maintain payroll reports.
• Coordinates new teacher orientation for payroll information and questions.
• Prepares salary and benefit information for the budget.
• Assists with year-end audit procedures.
• Prepares and disseminates teacher notice of assignments, non-certified work assignments and employee extra duty data.
• Completes wire transfers as needed.
• Codes revenues for the district, reclassifies/adjusts when necessary.
• Manages SMART FIN system in cooperation with Business Manager including but not limited to receipting/coding of revenues, building codes.
• Balances monthly receipts including interest statements from all accounts.
• Creates, proofs and disburses W-2 reports.
• Maintains records for 1099 reporting.
• Initiates forms.
• Generates correspondence for tax information.
• Prepares and submits the STAR report.
• Tracks and reports Affordable Care Act information.
• Calculates and distributes COBRA information to employees leaving or retiring as well as other paperwork for retirees.
• Creates and pays schedule B employees on schedule as indicated in the master agreement.
• Prints manual and board checks.
• Prepares the same for mailing.
• Assists main office as needed.
• Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the accounting system.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment:

• Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.
• Uses calculating devices.

Knowledge, Skills and Abilities:

• Knowledge of federal and state wage and hour laws, and related regulations.
• Knowledge of accounting and bookkeeping principles.
• Organizational and time management skills.
• Ability to report work orally or in writing to supervisor as required.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, perform complex arithmetic operations and use calculators.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel).
• Ability to problem-solve job-related issues.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding school district financial and other information.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Physical and Mental Demands, Work Hazards:

• Works in standard office building environments.

Qualification Profile:

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to: Associates or Bachelor's Degree in Accounting or related field, with course work in business, math, accounting, bookkeeping and record keeping. Some successful payroll processing experience preferred.