About this role
Primary Purpose
Compile and prepare regular district payroll, including related reports and deposits. Work under moderate supervision to ensure accurate and timely preparation of payroll records according to prescribed procedures and regulations.
Qualifications
Education/Certification
High school diploma or GED
Special Knowledge/Skills
Knowledge of basic payroll accounting procedures
Knowledge of administration of employee benefits programs
Knowledge of administration of workers' compensation program and applicable laws
Ability to maintain accurate and auditable records
Ability to use software to create spreadsheets, databases, and do word processing
Proficiency in keyboarding and file maintenance
Ability to work with numbers in accurate and rapid manner to meet established deadlines
Effective organizational, communication, and interpersonal skills
Experience
Two years payroll accounting experience
Major Responsibilities and Duties
Payroll Accounting
- 1. Prepare accurate district payroll for distribution to employees following established procedures.
- 2. Audit time sheets for all district employees. Calculate employee wages, salaries, hours worked, overtime pay, and determine withholdings, deductions, and net pay.
- 3. Balance payroll earnings and deductions; make related transfers of funds and deposits.
- 4. Maintain district payroll registers, employee payroll information, and other original documentation in an orderly and accurate manner in accordance with state, federal, and district requirements.
Data Entry
- 5. Prepare and post all payroll changes including payroll deductions, benefit changes, salary changes, termination, new employee, and substitute information.
- 6. Maintain accurate records in district's time clock program and in the substitute placement program.
Records and Reports
- 7. Compile, maintain, and file all reports, records, and other documents as required including maintaining payroll and related files such as payroll records, absent-from-duty reports, and service records.
- 8. Prepare payment of all liabilities generated through payroll, including taxes, Teacher Retirement System (TRS) deposits, insurance, etc.
Workers' Compensation
- 9. Receive and process workers' compensation claims. File Workers' Compensation Division (DWC) reports including wage statements, first report of injury, supplemental report, and job information in a timely manner.
- 10. Establish and maintain contact with injured employees and provide assistance with claims and obtaining health care as appropriate.
- 11. Communicate with workers' compensation insurance carrier to enable appropriate processing of claims.
Benefits and Cobra
- 12. Assist in employee benefit inquires, process employee benefit enrollment, and change forms within required time limits to meet payroll deadlines.
- 13. Provide timely notice to employees under the requirements of the Consolidated Omnibus Budget Reconciliation Act (COBRA), collect monthly Cobra premiums, and prepare collection notices as needed.
Other
- 14. Assist in processing of new hires, terminations, benefit enrollment and other employment related issues.
- 15. Work cooperatively with campus and department secretaries, and employees to ensure accuracy of information reported. Resolve payroll problems and inquiries.
- 16. Respond to requests from financial institutions regarding verification of employment.
- 17. Maintain confidentiality of information.
- 18. Follow district safety protocols and emergency procedures.
- 19. Other duties as assigned.
Supervisory Responsibilities
None.
Equipment Used
Copier, calculator, personal computer, printer, and shredder.
Mental Demands/Physical Demands/Environmental Factors
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours
Mental Demands: Work with frequent interruptions to meet established deadlines; maintain emotional control under stress