Description
JOB TITLE: Payroll Specialist
DEPARTMENT: Finance
REPORTS TO: Chief Financial Officer
FLSA STATUS: Non-Exempt
CONTRACT STATUS: Full-time/12-month contract
SALARY SCHEDULE: Payroll/Finance/12-month Specialist
APPROVED BY: Phillip Storm
APPROVED DATE: 3/2/2021
SUMMARY: Under general supervision, perform all aspects of preparing and processing payroll on a monthly basis.
ESSENTIAL FUNCTIONS: These statements are intended to describe the responsibilities assigned to this position and are not intended to represent an exhaustive list of all responsibilities, duties and skills required.
Maintain confidentiality of all payroll information.
Enter data related to new employees (salary, deductions, OCAS coding).
Annually update and verify salaries of employees and change OCAS codes as needed.
Accrue employee salaries at the beginning of the school year.
Balance and process payroll for all certified and non-certified personnel for all funds each month.
Prepare and submit payroll reports and forms including those required by the Internal Revenue Service and Social Security Administration, State Tax Commission, Teacher Retirement System.
Reconcile payroll totals and billings and process payments for all payroll deductions such as Insurance, 403B vendors, Teacher Retirement System, and other defined contributions.
Submit payroll direct deposit to bank 2 days before each pay date.
Receive and process garnishments and tax levies including notifying employees and preparing responses to appropriate authorities.
Ensure correct coding of all payroll expenditures per OCAS guidelines.
Coordinate with federal program representatives to ensure appropriate coding of payroll paid through federal funds.
Assist employees with questions concerning all areas of payroll.
Gain proficiency and understanding of accounting software (WenGage) and HR software (Frontline).
Respond to requests for Verification of Employment from appropriate institutions.
Work with Section 125 plan election and revocation forms.
Balance, prepare, distribute, and submit W2 information in a timely manner to employees and Social Security Administration.
Prepare and submit required reports to Oklahoma State Department of Education including Administrator and Teacher salary and fringes.
Interact with external auditor; provide access to payroll and other related records as required.
Prepare and submit forms to Oklahoma Teachers Retirement System for retiring employees.
Provide Accreditation Officer with requested materials and files including teacher accreditation and flexible benefits information.
Generate miscellaneous reports as requested by supervisor.
Assists with multiple payroll related special projects.
All other duties as assigned by the administrator.
SUPERVISORY RESPONSIBILITIES: None.
QUALIFICATION: 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.
EDUCATION and/or EXPERIENCE:
High school diploma or equivalent.
Three (3) years of experience in closely related field.
KNOWLEDGE/SKILLS/ABILITIES: Computer literate. Excellent written and oral communication ability. Ability to follow all district policies and procedures. Ability to work independently, displaying initiative and enthusiasm for the tasks being done. Strong communication skills, orally and in writing, with faculty, staff, team members, and administrators. Ability to work without supervision and work as a team player. Ability to manage confidential information in a manner that respects students, families, and employees. Ability to listen effectively. Ability to perform duties with awareness of district requirements and Board of Education policies. Ability to complete multiple tasks simultaneously.
LANGUAGE SKILLS: Ability to speak clearly in well-modulated voice with good diction. Ability to read, write, and interpret the English language in a variety of forms including procedure manuals and school law books. Ability to communicate clearly and concisely, both orally and in writing.
MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.
REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
COMPUTER SKILLS: Ability to create, edit, and share digitally in both Microsoft Office and Google environment. Ability to fully understand and maximize capacity of district accounting software (WenGage) and district HR software (Frontline) and to assist other district staff in doing so.
LICENSES and REGISTRATIONS: Current driver’s license in good standing.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the responsibilities of the job, the employee is required to talk and hear. The employee is often required to sit and use his/her hands and fingers to handle or feel and reach with arms and hands and will frequently repeat the same hand, arm, or finger motion such as when word processing or setting up payroll information. The employee is occasionally required to stand, walk, climb or balance, and stoop, kneel, crouch, or crawl. The employee is required to lift up to 10 pounds frequently and up to 25 pounds occasionally. Vision abilities required to perform this job include close vision.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee’s work area will be inside. The noise level in the work environment is usually quiet to moderate. Walking traffic of employees and visitors through the work area is frequent and normal.