Senior Payroll Specialist - Washington Elementary School District #6

Pay Grade: AD (Non-exempt Hourly Wage)

Department: Payroll

Accountable To: Administrator of Payroll

FLSA Status: Non-Exempt

Calendar: 261 Days

Creation/Revision Date: January 10, 2024

Summary: Under general supervision, incumbent(s) maintains payroll records for district employees, maintains timekeeper edits for district employees, and processes other miscellaneous changes. In addition, incumbent(s) completes verification of employment, and performs purchasing and clerical functions of the Payroll Department. Incumbent(s) work with the Human Resources and Finance departments to ensure that all district employees are recorded and funded accurately.

Essential Functions:

• Verifies that district payroll time records are submitted. Inputs time records into various payroll systems. Audits district payroll records to ensure compliance with FLSA and District chart of accounts. Researches and collects supporting documentation to correct identified discrepancies.
• Calculates and prorates salary amounts and leave benefits for current District employees. Calculates insurance refunds and vacation payouts for terminating/retiring District employees. Calculates salary amounts for new hire District employees.
• Maintains payroll status of all current district office employees by updating computer programs and files. Verifies teacher, administrator, and other professional support contracts for accuracy, and maintains pay plan options.
• Researches, analyzes, and responds to inquiries from District employees regarding payroll issues, procedures and District policies. Notifies District employees regarding changes to their salary, paychecks, or payroll procedures.
• Completes verification of employment and salary earnings by running queries, separating regular salary from other pays, and providing verbal verification and/or completing forms from various institutions. Keeps a record of completed verifications.
• Maintains and utilizes queries in Employee Management Daily System (EMS) to assist in payroll functions. Analyzes reports to ensure accuracy of special pays and supplemental pays for District employees.
• Maintains the TimeClock Plus edits for the District employees, including verifying and correcting employee schedules and time cards, editing payroll corrections, and inputting leave usage. Contacts employees upon identifying discrepancies of hours to be paid and/or contacts supervisors/editors for verification and approval of employee edits prior to completion of edits for the payroll deadlines.
• Creates forms and letters that assist in processing payroll functions, such as TSA forms, class coverage forms.
• Attends seminars and meetings to keep updated on payroll procedures and shares learned information with payroll staff. Assists with presenting payroll procedures to District staff.
• Performs other job related duties as required.

Required Qualifications:

To be eligible for this position, an applicant must meet the following required qualifications. In addition, verification of these required qualifications is necessary.

• High School diploma or equivalent (G.E.D.) prior to being hired;
• One year of office, clerical, or related experience.

Preferred Qualifications:

It is preferred that applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.

• College educational experience in finance, accounting, or related course;
• One year of payroll, school district payroll experience
• Proficiency in English and target language.

Knowledge and Skills Required:

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description 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. Skills required, but not limited to, for this position include:

• Knowing federal and state laws governing payroll and wage payment;
• Troubleshooting processing errors;
• Knowing Fair Labor Standards Act;
• Understanding wage payment;
• Applying school district policies and procedures;
• Applying telephone etiquette;
• Using various types of office equipment;
• Ability to organize data and differentiate high priority tasks;
• Creating spreadsheets for payroll functions;
• Applying business English, punctuation, grammar and spelling;
• Using computer software related programs;
• Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc. to exchange information.

Physical Requirements:

The physical requirements 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 duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and 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, peripheral vision, depth perception, and ability to adjust focus.

Working Conditions:

The working 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 is occasionally exposed to wet and/or humid conditions; moving mechanical parts; high, precarious places; fumes or airborne particles; toxic or caustic chemicals;

The Washington Elementary School District is an Equal Employment Opportunity Employer in compliance with Title VI of the Civil Rights Act of 1964, Civil Rights Act Title VII of 1972, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990. Washington Elementary School District does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identify or expression, disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students. For information regarding discrimination grievance or complaint procedures contact the Assistant Superintendent for Human Resources at 602.347.2801.

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