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.
- Code 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.
- Balance monthly receipts including interest statements from all accounts.
- Create, proof and disburse W-2 reports. Maintains records for 1099 reporting. Initiates forms. Generate correspondence for tax information.
- Prepare and submit the STAR report.
- Tracks and reports Affordable Care Act information.
- Calculate and distribute COBRA information to employees leaving or retiring as well as other paperwork for retirees.
- Create and pay schedule B employees on schedule as indicated in the master agreement.
- Prints manual and board checks. Prepares the same for mailing.
- Assist main office as needed.
Additional Duties 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.
- Knowledge of UFARS codes
- 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.