Payroll Specialist

District Office

Payroll Specialist

Effective : Immediately

Title : PAYROLL SPECIALIST

Reports To : Chief Financial Officer

Duration : 12 Months

Salary : Level VI, Step 1

Purpose Statement

The job of Payroll Specialist is done for the purposes of providing support to department activities with specific responsibility for processing all phases of payroll; responding to complex and unusual payroll problems and computational questions; ensuring compliance with mandated requirements and maintaining confidential employee records.

Essential Duties and Responsibilities

• Calculates and prepares accurate payroll checks and / or direct deposit vouchers via the financial system.
• Reconciles all payroll to internal control spreadsheet to ensure accurate payroll accounting every payroll cycle.
• Coordinates the payroll process with other departments and sites (e.g. benefits, Human Resources, administrators, supervisors, etc.) for the purpose of delivering services in compliance with established guidelines and practices.
• Informs other staff and / or outside parties regarding procedural requirements (e.g. payroll calendar, salary history verifications, substitute payroll, rate of pay, etc.) for the purpose of processing transactions in a timely and efficient manner.
• Maintains and interprets a wide variety of payroll information (e.g. employment agreement rates of pay, substitute payroll, pay and deduction codes in system, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.
• Processes a wide variety related payroll transactions and materials (e.g. transfers and requisitions, withholding information, employee contributions, substitute personnel file documents, etc.) for the purpose of disseminating information to appropriate parties.
• Reconciles payroll account balances (e.g. monthly bank statements, wage attachments, benefits, semimonthly payroll deductions with company statement, etc.) for the purpose of maintaining accurate account balances and complying with established guidelines.
• Monitors assigned payroll activities and / or program components (e.g. federal and state taxes, union dues, requisitions, transfers, etc.) for the purpose of ensuring compliance with established financial, legal and / or administrative requirements.
• Responsible for preparing a variety of payroll related functions including (e.g. retirement plan transfers, W-2 tax statements, IMRF monthly reporting, TRS annual report, quarterly reports for Federal and State 941's, unemployment via TAXNET, semi-monthly TRS deposits, semimonthly annuity deductions with company statements, etc.) with thorough documentation and record retention.
• Confers with a variety of internal and external parties (e.g. city / state / federal agencies, IMRF, TRS, supervisors, employees, etc.) for the purpose of ensuring the accurate payroll processing and reporting.
• Compiles statistical and payroll data from a variety of sources (e.g. time sheets / payroll, salary adjustments, tax deposits, etc.) for the purpose of providing summaries to other personnel, and / or quarterly and annual reporting, ensuring compliance with established guidelines.
• Resolves discrepancies with payroll and / or documentation (e.g. payroll, benefit provider / s, withholding versus W4, salary status, etc.) for the purpose of ensuring accuracy of records and employee payments.
• Responds to inquiries regarding payroll procedures (e.g. pay rates, substitute pay, contributions, union dues, etc.) for the purpose of providing necessary information for making decisions, assisting employees, taking appropriate action and / or complying with established fiscal guidelines.
• Supports the Chief Financial Officer in completing payroll and related operations for the purpose of ensuring the timely and accurate payroll generation and providing assistance with their overall functions and responsibilities.

Other Functions

Job Requirements : Minimum Qualifications

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.

Skills, Knowledge and Abilities

SKILLS are required to perform single, technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include : using pertinent software applications; and performing accounting procedures; preparing and maintaining accurate records; and analytical / problem solving.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and / or ratios; read a variety of manuals, write documents following prescribed formats, and / or present information to others; and solve practical problems. Specific Knowledge based competencies required to satisfactorily perform the functions of the job include : principles and techniques involved in payroll preparation, monitoring and control; labor contracts and their impact on payroll; State Education Codes, Dept. of Labor regulations and other applicable laws; accounting practices; staying current with procedures, methods, software applications, and best practices; and recordkeeping / record retention practices.

ABILITY is required to schedule activities, meetings, and / or events; gather, collate, and / or classify data; and use job related equipment. Flexibility is required to work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific Ability based competencies required to satisfactorily perform the functions of the job include : communicating with diverse groups; setting priorities and effective time management; and working as part of a team with detailed information / data and frequent interruptions; meeting deadlines and schedules; thorough and well organized record keeping and documentation.

Responsibility

Responsibilities include : working under limited supervision following standardized practices and / or methods; providing information and / or advising others; Utilization of some resources from other work units is often required to perform the job's functions. There is some opportunity to impact the organization's services.

Working Environment

The usual and customary methods of performing the jobs functions require the following physical demands : some lifting, carrying, pushing, and / or pulling some stooping, kneeling, crouching, and / or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment.

Education High school diploma or equivalent.

Experience Payroll experience with increasing levels of responsibility is desired.

FLSA Status Non Exempt