1.0 FTE - Payroll Specialist II - Confidential - Regular

Brief Description

Bend-La Pine Schools

Bend, Oregon 97703

Bend-La Pine Schools is committed to the principle of equity. Equity supersedes the notion of equality, where all are treated the same. Pursuing equity requires the removal of barriers and the promotion of inclusive practices so that all students fully benefit. The principle of equity will inform all BLS policies, regulations, programs, operations, practices, and resource allocations.

Studies have shown that some individuals (women and people of color, for example) are less likely to apply for jobs unless they believe they meet every single qualification in a job description. Our goal is to find the best candidate for the position, and we acknowledge that that candidate may be an individual from a less traditional background. We encourage you to apply, even if you don't believe you meet every one of our qualifications described. If you are unsure whether you meet the qualifications of a position, or how this would be determined, please feel free to contact Human Resources to discuss your application.

Position Title: CONFIDENTIAL PAYROLL SPECIALIST II

Department: Finance

Reports To: Business Office Operations Manager

Job Definition

Under minimal supervision, the Payroll Specialist performs technical and confidential accounting work in the maintenance of the district’s centralized, computerized payroll system for multiple groups of employees. The employee coordinates records and processes all data required to assure the timely disbursement of payroll checks, fringe benefit payments, and other related payments.

The Payroll Specialist coordinates and participates in difficult and responsible accounting work involved in keeping and reviewing financial and statistical records: performs independent work and a variety of responsible administrative services; performs tasks with considerable reliance upon the use of independent judgment. Decisions are generally based on readily available materials combined with a variety of scenarios. Determinations are generally accepted as final. Only on occasion are questions referred to the supervisor for advice. Work is evaluated by the smooth functioning of the assigned work responsibilities, accuracy, and timely completion of assignments.

The Payroll Specialist is responsible for ensuring the accuracy of payroll records; for the interpretation and effective implementation of the salary system; and for developing computerized or manually prepared financial and payroll reports; and reconciliations of payroll liability and GL accounts. The employee manages and reviews the work of others assisting in the payroll function and in other areas of the Finance Department. While guidelines exist in the form of district finance software procedures, salary and benefit schedules, Federal and state laws and regulations, and district policies, the employee is responsible for interpreting these guidelines in non-routine and unclear situations and making decisions as to the correct course of action. The employee is also responsible for the preparation of monthly, quarterly, or annual reports in conformance with guidelines and time frames. Contact is maintained in writing, in person, or over the telephone with district administrators, teachers, classified employees, insurance companies, “retirement” system representatives, other state and federal agencies regarding payroll procedures. Work is performed with considerable technical independence. Since the position requires working with matters of collective bargaining, the employee is considered "confidential" under Oregon law. The Payroll Specialist works under the supervision of the Payroll Supervisor.

Essential Job Functions

• Manages and maintains accurate payroll records in computer system through entry and verification of pay assignments, which may involve adjustments due to overtime, changes in salary classifications, and other payroll-related items.
• Assures timely disbursement of paychecks. Payroll information is gathered, correlated, checked, salaries and benefits computed and entered into the district’s computerized system.
• Assures accuracy and timely payment of fringe benefits and voluntary deductions. The District provides many fringe benefits, such as medical and dental insurance, disability income protection, and retirement benefits. There are also many voluntary deduction programs, tax-sheltered annuities, IRS Section 125 programs, and additional disability income protection.
• Applies critical thinking skills in daily operations. Analyzes and solves problems independently and effectively.
• Prepares periodic reports as required. These include monthly reports to the Public Employee’s Retirement System concerning new hires, terminations, wages, contributions and employment changes. This also includes reports to our retirement third-party administrator, workers comp and Section 125 plan administrator.
• Maintains check register by computing year-to-date calculations on a monthly basis to assure accurate account balance information.
• Keeps and balances accounts, checking and correcting irregularities.
• Posts, assembles, tabulates and compares financial data.
• Prepares checks, invoices and similar fiscal documents.
• Establishes and maintains operational procedural systems and controls.
• Evaluates and establishes work priorities; cross-trains team members.
• Posts data and makes computations rapidly and accurately.
• Supports budget and audit preparation.
• Reviews and manages all hourly, daily and overtime records, along with workers’ compensation days worked for input or upload into the finance system. Manages, inputs and maintains leave records.
• Reviews and processes Personal Leave requests.
• Balances earnings and deductions and verifies with the district finance software records.
• Reconciles all payroll liability accounts monthly.
• Coordinates with supervisor on dollars needed to cover payrolls.
• Reconciles distribution of taxes, voluntary deductions and fringe benefits in preparation for monthly payments.
• Manages the district tuition reimbursement processes and ensures district policies are followed. Reviews and determines appropriate back up documents are submitted.
• Performs statistical and financial analysis for budget development and bargaining processes. Completes State and Federal tax reports, retirement system reports, and special assignments.
• Adapts to latest State and Federal laws, district policies and bargaining agreements.
• Fulfills other related duties as assigned.
• Fulfills performance standards as identified in the evaluation process as required by the position.
• Fulfills working conditions and physical effort listed below.

Working Conditions

Work is performed primarily in an office or administrative setting. The position involves prolonged sitting, frequent computer and keyboard use, occasional standing or walking, and lifting items such as files or office supplies consistent with assigned duties.

The employee may be exposed to moderate noise levels and frequent interruptions while interacting with staff, students, families, and community members. Work follows assigned business hours and may include occasional deadlines requiring flexibility.

The employee may have periodic interaction with students and may be required to provide supervision support during school operations or activities, working in environments with moderate to high noise levels.

The role requires multitasking, organization, attention to detail, and effective verbal and written communication. The employee must be able to perform the essential functions of the position with or without reasonable accommodation.

Knowledge

KNOWLEDGE, SKILLS AND ABILITIES:

• State and federal laws relating to compensation.
• Procedures required to properly maintain and process a payroll and benefit system for several different groups of employees.
• Rapid and accurate operation of ten key calculators and computers to calculate, input and retrieve information.
• Computerized payroll software applications.
• Knowledge of and ability to develop Excel spreadsheets and transfer of data within systems.
• Proper business English, grammar, spelling, punctuation, sentence construction, and mathematics.
• Rules, regulations, procedures, functions and policies of the district.
• Word processing, data processing and spreadsheet applications

Skills And Abilities

Possess the physical ability to regularly attend work and fulfill the essential functions of the position, with or without reasonable accommodation.

• Maintain a payroll and benefit system for several different groups of employees.
• Apply state and federal laws relating to the payroll process.
• Perform data uploads and downloads between systems.
• Perform complicated reconciliations of payroll liability accounts, general ledger accounts and payroll vendor accounts.
• Deal with the public and staff in a pleasant and courteous manner in person, over the phone, and in writing.
• Learn the laws, rules, and procedures related to the position's responsibilities.
• Plan, organize, problem-solve and execute decision-making skills.
• Demonstrate flexibility and adaptability to manage administrative office functions in a timely manner while maintaining accuracy and attention to detail.
• Demonstrate the ability to maintain the confidentiality of sensitive and confidential materials.
• Abide by the federal requirements for a drug-free workplace.
• Accurately transfer, record and convey information, materials, and money as required by the position.
• Communicate clearly and appropriately in speech and in writing in accordance with educational standards.
• Analyze problems and arrive at acceptable, effective solutions.
• Work successfully in a team setting.

Education And Experience

A Bachelor’s Degree in Business or Accounting from an accredited four–year college or university or three years’ experience in the payroll/accounting field; or equivalent professional experience in a similar field.

The position requires working knowledge of several technical procedures or work activity areas and ability to teach them to others. In-depth knowledge of work-related School District policies and practices is necessary. Job learning time may range from six to twelve months; job proficiency can be acquired in twelve to twenty-four months.

Certification And Licensing

Expectations of Professional Conduct

Employees of Bend-La Pine Schools are expected to adhere to all Bend-La Pine Schools policies and regulations, ensuring compliance with established procedures and expectations. They are to prioritize the well-being of students, aligning their conduct with the core values of public education and the mission, vision, and goals of Bend-La Pine Schools. This entails maintaining consistent and punctual attendance while adhering to site and/or district protocols for reporting absences.

Professionalism extends to personal presentation, with employees expected to maintain attire and grooming appropriate to their roles. While carrying out everyday tasks independently, it's essential to maintain professionalism in how you communicate, both verbally and nonverbally, with students, parents/guardians, the public, and colleagues. This includes valuing and respecting cultural and background differences. Employees of Bend-La Pine Schools are entrusted with fostering a respectful working and learning environment, upholding confidentiality regarding student, staff, and district information at all times.

The statements herein reflect the general nature and level of work expected in this position and are not intended to be an exhaustive list of all responsibilities, duties, or qualifications.

Employees may be assigned additional duties as needed to support district operations, provide coverage, and ensure the effective functioning of the organization. This may include location changes to the assignment in order to address developing district needs.

Requirements

Resume

Cover Letter

1 Letter of Recommendation

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