Budgetary Clerk & Payroll Support

SIDNEY CITY SCHOOL DISTRICT

Job Description 

Position: Budgetary Clerk & Payroll Support 

Board of Education 

247 day contract

7.5 hpd

Reports To: Treasurer and Payroll Manager

JOB DESCRIPTION: Assists the Treasurer and Payroll Manager with both budgetary functions and the comprehensive management of employee compensation. Performs all duties and maintains fiscal records in strict accordance with federal, state, and local rules, regulations, and confidentiality standards. Uses each contact with the public and staff as an opportunity to promote a positive impression of the school district. 

MINIMUM QUALIFICATIONS: 

• High school diploma or equivalent.
• An associate degree in accounting, finance, business, or a closely related field is preferred.
• Previous work experience in school accounting, bookkeeping, or payroll processing is preferred.
• Ability to perform complex tasks independently with critical attention to detail.
• Proficient in data entry, mathematical calculations, and the maintenance of computerized financial records.
• Proficient in office procedures, protocols, and standard business equipment.
• Computer savvy with advanced working knowledge of Microsoft Office (Excel, Word) and relevant district software (e.g., eFinancePlus, PowerSchool, or standard accounting/timekeeping software).
• Proficient in spelling, grammar, and effective written/verbal communication
• Meets all mandated health requirements (e.g., a negative tuberculosis test, etc.).
• Provides documented evidence of a clear criminal record.
• Meets all prerequisite qualifications to be bonded.

KNOWLEDGE, SKILLS, AND ABILITIES:

The following skills and duties are representative of performance expectations. A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions.

1. Budgetary & General Accounting Functions

• Ledger Maintenance: Maintains a daily posting of financial receipts and expenditures within the computerized accounting system.
• Procurement: Prepares authorized purchase orders, verifying proper account numbers and maintaining an in-process file.
• Reconciliation: Assists the Treasurer with reconciling monthly bank statements and analyzing monthly account statements. Prepares financial recaps for administrators, advisors, and account managers.
• Tax Compliance: Prepares and files 1099 forms. Assists with Worker’s Compensation and Unemployment Compensation claims/reports.

2. Office Operations, Collaboration & Liaison Duties

• Daily Support: Performs administrative support functions necessary for the daily operation of the Treasurer’s office, utilizing independent judgment and discretion.
• Audits & Records: Organizes and maintains a functional filing and retention system. Works cooperatively with independent auditors, state examiners, and federal agencies. Periodically purges archived records following the board-approved disposal schedule.
• Liaison & Communication: Serves as a liaison for the Treasurer's office. Answers phone calls, routes inquiries, takes messages, and addresses employee/administration questions or complaints regarding payroll and budget discrepancies.
• Office Coverage: Cross-trains with other fiscal staff to provide seamless coverage during breaks, lunch hours, or staff absences.
• Leadership Absence: Assumes responsibility during the absence of Treasurer or Payroll Manager within the limits prescribed by law.
• Professional Conduct: Serves as a role model by demonstrating personal integrity, responsibility, impartiality, respect, and courtesy. Performs other specific job-related duties as directed.

1. Payroll Support & Employee Compensation

• Processing: Assists Payroll Manager in processing semi-monthly compensation using payroll software for all full-time and part-time district employees.
• Calculations: Collects and verifies timekeeping information. Calculates pay incorporating leaves, overtime, stipends, bonuses, and severance payments.
• Attendance: Verifies accumulated leave balances for all eligible employees. 
• Data Compilation: Maintains wage and benefit records, including the onboarding of new staff. Maintains appropriate files and reports. Uses discretion in handling confidential information. 
• Reporting & Year-End: Assists Payroll Manager in preparing W-2 forms and quarterly 941s. Assists in fiscal and calendar year-end payroll closing. Issues salary notices, employment contracts, and calendars as authorized by the board.

PERFORMANCE RESPONSIBILITIES:

• Demonstrates professionalism, exemplary personal conduct, and excellent interpersonal skills.
• Works cooperatively to support a successful team environment.
• Monitors budgets, analyzes financial data, and prepares/maintains accurate records.
• Expresses ideas effectively using verbal, nonverbal, and writing skills.
• Organizes and manages time effectively; reacts productively to interruptions, changing conditions, and strict deadlines.
• Maintains an acceptable attendance record and is consistently punctual.
• Travels to meetings, work assignments, and specialized professional trainings as required.
• Lifts, carries, and moves standard office supplies and equipment.
• Handles and manipulates office equipment requiring speed, dexterity, and repetitive motions.

WORKING CONDITIONS:

Exposure to the following conditions may range from remote to frequent based on unpredictable circumstances:

• Extended time spent working at a computer terminal, utilizing keyboards, and managing significant paperwork.
• Considerable telephone and face-to-face contact with staff and the public.
• Working under strict time constraints to meet fixed payroll and fiscal deadlines.
• Occasional requirement to work during evenings or weekends.
• Standard operational risks, including potential exposure to bloodborne pathogens/communicable diseases.

SUPERVISORY RESPONSIBILITIES:

Under the direction of the Treasurer, schedules meaningful work assignments, provides instructions, and communicates expectations to assigned office staff.

PERFORMANCE EVALUATION:

Job performance is evaluated according to the policy provisions adopted by the Sidney City Schools District Board of Education.  

The Sidney City Schools District Board of Education is an equal opportunity employer offering employment without regard to race, color, religion, sex, national origin, age, or disability.  The board requires that employees comply with the statutory responsibilities cited in the Ohio Revised Code, the rules and regulations of the Ohio Department of Education, and all local and Federal mandates.  This job description does not imply that these are the only duties and responsibilities to be performed.  This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events.