Knowledge of:

• Applicable federal and state laws and regulations pertaining to payroll administration;
• District policies and procedures on payroll processing and distribution;
• Principles and procedures of payroll processing and accounting;
• State retirement system policies and procedures;
• Operation of standard and specialized office equipment, including a personal computer and job-related software applications;
• Current office practices and procedures;
• Customer service procedures and techniques;
• English grammar, spelling, and punctuation.
• Organizational management;
• Payroll, accounting, and bookkeeping record keeping practices and procedures

Acceptable Experience and Training

• High school diploma or GED equivalency; and
• Some experience in performing bookkeeping and/or office administrative duties; or
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work

Essential Physical Abilities

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to understand verbal instructions and to communicate effectively on the telephone and in person;
• Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions, prepare and review documents and process them in a prescribed order, and organize and prepare documents and materials;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate standard office equipment;
• Sufficient personal mobility, flexibility, and balance, with or without reasonable accommodation, which permits the employee to lift or move objects that weigh up to 30 lbs. and to work in an office environment.
• Jobs in this class require performing repetitive hand movement in gripping, fingering, and hand/wrist/arm movements. Related job tasks may require walking, standing, sitting, lifting, stooping, squatting, kneeling, bending, crouching, pushing, grasping, and reaching

PURPOSE OF CLASS

Performs accounting duties involved in the processing of the District’s payroll; performs related work as required.
Primary Function
The principal function of an employee in this class is to perform a variety of accounting duties involved in the processing of the District’s payroll, including calculating all wage assignments, reconciling payroll against submitted time sheets and payroll data, calculating and remitting all applicable withholding liabilities, and customer service. The position also prepares quarterly and annual federal and state payroll reporting returns and researches all applicable federal, state and local tax laws. The work is performed under the supervision of the Finance Coordinator. The principal duties of this class are performed in a general office environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES (WILL VARY BY ASSIGNMENT)

• Reviews timesheets, conducts preliminary edit of time entered, processes payroll calculations, and conducts post-run review of reports and pay checks; ensures accuracy, completeness, authorization, and adherence to District administrative regulations and guidelines;
• Reviews pay data, including but not limited to time sheets, contracts, stipends, certificates of absence and related documents, submitted by all District departments/cost centers to ensure accuracy, completeness, and proper authorization;
• Calculates, prepares, sorts, and disburses accurate paychecks for District’s payroll, within strict timelines;
• Responds to payroll-related requests for information from District departments, employees, and from outside agencies;
• Calculates and remits all applicable withholding liabilities for all District employees on a timely basis, including, but not limited to: quarterly and annual federal and state payroll reporting returns, FICA, Medicare, retirement, insurance, wage garnishments, child support, Workers Section 125, and other related charges;
• Ensures regulatory compliance of payroll system to all applicable governmental agencies’ and banking guidelines, policies, and procedures;
• Maintains employee records;
• Researches and remains current on federal and state payroll tax law changes, pension, benefit, and other applicable laws and regulations affecting payroll administration;
• Prepares, distributes and maintains a variety of documents, spread sheets, correspondence, log sheets, applications, and related documents;
• Processes and maintains computerized account balances and related information;
• Answers incoming phone calls and greets walk-in customers, provides general information to the public, answers questions and inquiries, provides specific information about payroll and benefits, and provides referrals to other departments or staff as needed;
• Completes special research assignments;
• Provides data entry services, faxing, typing, and filing in support of department functions;
• Maintains complete confidentiality, within guidelines, of all payroll records and reports;
• Performs all work duties and activities in accordance with District policies, procedures and safety practices.

Other Duties and Responsibilities

• Backs up other employees performing financial and accounting functions;
• Performs other related duties as required.

Competency Requirements:

Knowledge of:

• Applicable federal and state laws and regulations pertaining to payroll administration;
• District policies and procedures on payroll processing and distribution;
• Principles and procedures of payroll processing and accounting;
• State retirement system policies and procedures;
• Operation of standard and specialized office equipment, including a personal computer and job-related software applications;
• Current office practices and procedures;
• Customer service procedures and techniques;
• English grammar, spelling, and punctuation.
• Organizational management;
• Payroll, accounting, and bookkeeping record keeping practices and procedures.

Ability to:

• Follow written and oral instructions and observe Department policies and procedures;
• Operate standard office equipment and a personal computer and job-related software applications for word processing, spreadsheets, and other required applications;
• Work independently in all aspects of computerized payroll processing, retroactive calculations and payments, online checks for routine corrections, and preparation of payroll reports;
• Maintain complete confidentiality, within guidelines, of all payroll records and reports;
• Mathematically calculate payroll information;
• Interpret and apply related payroll Generally Accepted Accounting Principles (GAAP);
• Learn District functions thoroughly to provide general information and explain detailed District processes and procedures;
• Learn and explain regulatory compliance issues related to the District’s function;
• Maintain records efficiently and accurately and to prepare clear and concise reports;
• Analyze financial data, reconcile accounts, and prepare reports;
• File and maintain complex District records;
• Prepare accurate and grammatically correct written reports and prepare and maintain required records, logs, reports, and documentation;
• Communicate clearly and concisely, orally and in writing;
• Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner;
• Perform a wide variety of duties and responsibilities with accuracy and speed under stress and the pressure of time-sensitive deadlines;
• Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;
• Demonstrate integrity, ingenuity and inventiveness in the performance of assigned tasks;
• Establish and maintain effective working relationships with other District employees, supervisory personnel, administrators, and the public;
• Maintain office, school, and individual confidentiality.

Acceptable Experience and Training

• High school diploma or GED equivalency; and
• Some experience in performing bookkeeping and/or office administrative duties; or
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Essential Physical Abilities

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to understand verbal instructions and to communicate effectively on the telephone and in person;
• Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions, prepare and review documents and process them in a prescribed order, and organize and prepare documents and materials;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate standard office equipment;
• Sufficient personal mobility, flexibility, and balance, with or without reasonable accommodation, which permits the employee to lift or move objects that weigh up to 30 lbs. and to work in an office environment.
• Jobs in this class require performing repetitive hand movement in gripping, fingering, and hand/wrist/arm movements. Related job tasks may require walking, standing, sitting, lifting, stooping, squatting, kneeling, bending, crouching, pushing, grasping, and reaching.

Email To A Friend
Print Version