Job Title: Payroll Specialist
Salary Range: $28.15 - $34.24
Reports to: Payroll Supervisor
Please note that this position is 260 days (12 months) with 10 paid holidays, paid sick leave and paid flexible personal leave (3 days per year). If hired after the start of the school year, days and leave are pro-rated. The McMinnville School District provides generous personal and family benefits including medical, dental and vision coverage.
Job Summary:
The Payroll Specialist works with the Financial Analyst to process payroll and payroll-related responsibilities for all District staff (850+ per month). The Payroll Specialist provides support to administrators, certified, classified, and confidential staff in a manner that promotes district goals, supports the district in complying with all federal and state laws and labor agreements in relation to payroll and benefits; is responsible for the prompt and accurate processing of payroll budgeted at over $87million per year; responsible for the accurate processing of timesheets, pay-rates, leaves, deductions and required payroll reports; responsible for monthly auditing and reconciling of all payroll payables.
Essential Job Functions:
Exercises independent judgment to manage the payroll department's daily, weekly, and monthly operations in a manner consistent with administrative direction, district policies, procedures, and district goals.
Develops and maintains payroll practices utilizing diverse procedures and program requirements to ensure compliance with established guidelines.
Analyzes and audits a variety of payroll-related information (e.g. contract requirements, time sheets, salary schedules, wage garnishments, etc.) for the purpose of ensuring accurate distributions of funds and payroll in a timely manner and implements processes to prevent inaccuracies from occurring.
Responsible for reviewing and processing through the payroll system all Frontline forms related to payroll new hires, mid-year changes, termination pay calculations, deduction changes, and all other payroll-related changes. Responsible for reviewing and processing any other payroll related forms that do not currently flow through Frontline. Responsible for the accurate and timely processing of all forms.
Performs complex payroll calculations, analyzing system data, researching questions and creating and implementing solutions necessary to accurately and timely pay District Employees.
Assist the Financial Analyst and Human Resources in the processes to integrate all Frontline systems with payroll (ie. Absence Management, Central, etc.).
Inputs, sets up and verifies the accuracy of each New Year by reviewing work calendars, salary schedules, pay-rates, and deductions.
Manages new employee waiting periods, PERS deduction codes, submits monthly PERS reports, researches and resolves suspended records and processes all required information requests.
Maintains a variety of payroll information, files and records (e.g. monthly new hire reports, monthly termination reports, social security verifications, annual forms, labor contracts, eligibility policies, time cards, deduction cards, benefits, retirement information, payroll authorizations, etc.) to provide an up-to-date reference and audit trail for compliance.
Processes payroll information (e.g. hourly time sheets, withholding information, contracts, employment verifications, payroll authorizations, etc.) to update information input to the payroll and accounting systems.
Responsible for compiling reports, filings, correspondence and other written materials (e.g. monthly payroll reports, transmittal memos, W-2’s, 941, tax filings, etc.) for the purpose of providing written reference and/or complying with district, state and federal requirements.
Prior to payroll processing researches discrepancies of payroll information and/or documentation (e.g. contract information, W-4 forms, time sheets, leave time, unemployment eligibility, direct deposit requirements, etc.) for the purpose of ensuring accuracy and adherence to procedures.
Ensures any and all payroll corrections are identified and corrected in a timely manner. Ensures clear and timely communication is done with all partied involved.
Responds to written and verbal inquiries (e.g. employment verifications, garnishments, payroll processes, etc.) for the purpose of providing information and/or direction.
Provide support to HR as needed in relation to payroll and benefits.
Responsible for providing positive customer service to all staff, co-workers, and others who may reach out to the district.
Interpret and communicate effectively person-to-person
Independently perform the duties and responsibilities of the position
Exercise sound judgment when making decisions based on Department and District guidelines
Follow directions without detail support
Performs other tasks as assigned.
Responsible for being familiar with the school/district policies and procedures which govern the work.
Prompt and regular attendance is required.
Other Performance Requirements:
Perform duties courteously and efficiently that builds the confidence of staff, students, and the public in the McMinnville School District.
Observe laws, district policies and procedures, and professional standards of the position.
Establish and maintain effective working relationships with school personnel, students, and the public; work collaboratively as a team member.
Respect confidential information and the privacy of staff and students.
Develop job skills necessary to meet changes in the position.
Maintain personal appearance and hygiene appropriate to the position as defined by the District.
Meet applicable district physical ability/health and safety guidelines for the position.
Essential Job Requirements –
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Bachelor’s degree and a minimum of two-years of payroll experience or combination of education and experience or training in the payroll field.
Knowledge of the principles and practices in payroll administration.
Effective oral and written communication skills and excellent in interpersonal skills.
Knowledge of laws, regulations, rules, policies, collective bargaining agreements, and related documents.
A high level of proficiency in Standard English and the ability to clearly communicate orally and in writing. Bi-lingual in English and Spanish is desired.
Proficient in office information systems, paper and electronic, as well as office equipment and software, including Microsoft Office suite and Google Suite. Ability to proficiently use the following programs strongly preferred: I-Visions, Pentamation/E Finance, MS Word and Excel. Ability to type accurately and proficiently.
Ability to analyze problems, develop plans, implement procedures and work cooperatively and harmoniously as a team member.
Ability to carry out work responsibilities effectively under the pressure of deadlines, interruptions, and new or emergency situations.
Skilled in managing and delivering effective customer service.
Strong skills in independently planning, organizing, and carrying out work assignments and planning and directing the work of assigned staff or students.
Strong skills in communicating with credibility and confidence, both in oral and written form.
Strong skills in interacting effectively and collaboratively with diverse individuals or groups, using creative problem-solving and conflict-resolution skills.
Ability to understand the district’s instructional goals and carry out work assignments in a manner that supports those goals.
Mastery of office equipment and technology.
Ability to travel among district facilities as needed; if driving, the ability to meet district driving standards.
Ability to work with a diverse population.
Ability to respect confidential information.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk; sit; and use hands for fine manipulation, handle or feel and reach with hands and arms. The employee is occasionally required to stand, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and peripheral vision.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment varies but is usually moderate.
Terms of Employment: 12 months. Work hours may vary to include some evening hours and some travel. Performance of this position will be evaluated annually in accordance with Board policy on evaluation of staff.
Note: The description contained herein reflects general details as necessary to describe the principle functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload. Employees who hold this position may be asked to perform duties of other positions on the same classification level.
MSD believes that every individual makes a significant contribution to our success. The administration reserves the right to modify, add or remove duties as necessary that still reflect the essential functions of the department. It is our expectation that every employee will offer his/her services wherever and whenever necessary to ensure the success of MSD’s goals.
McMinnville School District recognizes the diversity and worth of all individuals and groups. It is the policy of this district and the board of education that there will be no discrimination or harassment of individuals or groups in any education programs, activities or employment. McMinnville provides equal access to individuals with disabilities.
McMinnville School District provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, marital status, national origin, age, disability or genetics. For more information see District Policy GBA-Equal Employment Opportunity.
Reasonable accommodations for the application and interview process will be provided upon request and as required in accordance with the Americans with Disabilities Act of 1990 and the Americans with Disabilities Act Amendments Act of 2008 (ADA). Individuals with disabilities may contact the director of human resources for additional information or assistance. Speech/Hearing impaired persons may contact the district for assistance through the Oregon Telecommunication Relay Service at 1-800-735-2900 or 711.