Payroll Clerk

SCHOOL ADMINISTRATIVE UNIT #61
FARMINGTON, NH - Farmington School District
POSITION DESCRIPTION

PAYROLL CLERK

 
CLASSIFICATION:  Non-Exempt
GENERAL RESPONSIBILITIES:
Under the direction of the Business Administrator, the Payroll Clerk is responsible for all duties associated with employee compensation (including benefits administration).  This position is responsible for the areas of benefits, payroll, State of New Hampshire and Maine reporting with potential exposure to reporting taxes to other states as necessary.  This position requires significant and displayed accounting experience with an emphasis in payroll processing.  The employee should have knowledge in all levels of accounting as this will benefit the employee in their role, however primarily payroll experience is necessary.
MINIMUM QUALIFICATIONS:

• Associates degree or equivalent training in Accounting/Payroll.
• Prior payroll experience.
• Knowledge, experience and/or training on FLSA, NH Statute Chapter 275, and Federal Wage and Hour Laws.
• Knowledge of/experience with NHRS data reporting and reconciliation.
• Self-starting with strong ability to work independently, self training and self motivated.
• Ability to work collaboratively with co-workers and employees.
• Strong organizational skills.
• Strong time management skills and able to adhere to strict timelines.
• Excellent written and verbal communication skills.
• Detail-oriented.
• Professional and pleasant demeanor.
• High degree of discretion and confidentiality for personnel and other sensitive information.
• Experience with payroll software systems, experience with "Infinite Visions" Software preferred.
• Experience with both MS Office & Google Suite, Gmail and Google calendars.
• Experienced with utilizing Excel/Google Sheets to complete business objectives.

 
PREFERRED QUALIFICATIONS:

• Bachelor's degree or equivalent.
• 2-4 Years of payroll experience.
• Payroll experience in a school district preferred, but not required.
• Payroll Experience with experience in processing payroll through accounting software "Infinite Visions"
• Experience with NHRS reporting.
• Experience processing 941 Quarterly payroll reports.
• Experience processing federal tax forms (W-2s, ACA Reporting).
• Experience with Fund Accounting.
• Experience with processing and reporting payroll in New Hampshire.

 
REPORTS TO:  Business Administrator with evaluation in accordance with District and Board Policy.
SUPERVISORY RESPONSIBILITY: This position has no supervisory responsibilities.
ESSENTIAL FUNCTIONS:

Benefits

• NHRS (New Hampshire Retirement System)- Process retirement/withdrawal forms and enrollment beneficiary forms, ensure compliance with NHRS policies, regulations and rules, and update NHRS (via web interface) as required. Report monthly retiree hours and payroll dates as required via NHRs Module.
• Verify employee deductions (both pre-tax and post-tax) for health and dental insurance, 125s and other fringe benefit plans, Compliance for 457 plan, processing paperwork to vendor, and answer any employee inquires. Process 403b paperwork to the account manager and answer any questions the account manager for the plans have, regarding termination dates, etc.
• Maintain insurance buyback list and process insurance buyback checks.
• Coordinate AFLAC administration and payment bi-weekly, process employee questions and coordinate with the Aflac representative.
• Process deduction check/ Bi-weekly and monthly deposit of taxes paid according to the deposit rules of the district.

Payroll

• Process payroll documents for bi-weekly, summer school, bonus, and EOY paychecks, grants.
• Figure deductions/withholdings including (i.e. FT, FICA, annuities, union dues) and verify as needed.  (Esp. "tax sheltered" withholdings.)
• Enter appropriate payroll data into computer, excel, google sheets, as directed by the business administrator.
• Run employee direct deposit notification and paper notifications via the payroll module.
• Run payroll including receipts and checks.
• Run offcycle payroll as necessary to issue corrections and to meet special situations.
• Prepare payroll manifests.
• Collate checks for distribution to payees.
• Provide support to internal and external customers concerning payroll, employment verification.
• Process checks for Federal tax payments through EFTPS.
• Perform review of new employees entered into payroll system (audit requirement).
• Manage and close out employees who leave or retire from the District
• Manage NHRS database with state and SAU office.
• Gather and process all time cards / absence reports,
• Verify all hours / times/ dates/ signatures.
• Verify slips with pay / no pay days for hourly employees.
• Call schools with questions, errors, and back for signatures, track down all info on employees that have no contracts or missing information.
• Organize sub/ non-sub files.
• Assist Business Administrator in variety of financial/payroll related tasks, become source of information for business administrator working in tandem to stop and resolve errors to ensure accuracy, lead and support staff with exemplary behavior with a service attitude, be open to feedback and communication from supervisors, school board, employees. Continue to learn and train on payroll related, NH financial topics, or other topics relevant to your roll as a payroll clerk. 

Reporting

• Compute and prepare tax forms for bank and submission to state and federal agencies (bi-weekly, monthly, quarterly as appropriate).
• Prepare W-2's and other year end reports.
• Maintain file of W-4's.
• Assist with preparation for Primex, NHRS, IRS, and district wide auditing.
• Maintain employee info screen, tax changes, retirement updates, credit union, 403B, IRS garnishments.
• Meet reporting criteria and deadlines for: Section 125s, retirement reports, IRS tax payments, new hires, employment verifications, child support requests, W-2's, W-3's, 941's, workman compensation forms/log. Payroll reporting for the new Affordable Care Act. 403B Annual notification of all employees that worked in calendar year.
• Process verification of employment requests as obligated by law.
• Employee enrollment forms, claims, tax info, responsible for annual SSW report to IRS.
• Process, verify, reconcile and submit all information for 941 quarterly tax reports.
• Process unemployment reports- diskettes due quarterly, run reports, reconcile.
• Process w-2's, verify all 941's, match annual amounts, correct any errors with IRS, SS administration.
• Track union dues and work with union treasurers to update information.
• Process stop payment requests with bank, phone in, process on next payroll.
• Process wage requests from workman comp., NH Retirement, and other agencies as required by contractual or legal obligation. 

WORKING ENVIRONMENT:

1. Physical ability to perform the essential functions of the job as outlined above, in addition to the following:
   1. While performing the duties of this job, the employee is frequently required to stand, walk, and sit, type, answer phones, email.
   2. The employee is regularly required to see, talk, and hear.
   3. The employee is regularly required to use hands and a keyboard.
   4. The employee is occasionally required to reach with hands and arms, climb steps, stoop, kneel, or crouch.

2.    Employee must occasionally move equipment and/or supplies, files as necessary.
OTHER DUTIES: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Or as directed by the Business Administrator.
TERMS OF EMPLOYMENT:

1. 260 Days position, full-time, year round.
2. 8 hours per day, with a possibility of additional hours as approved by Superintendent or Business Administrator, subject to applicable FLSA and Wage and Hour regulations.
3. Clear criminal background check.
4. Verification of health to perform job.
5. Hourly rate set by School Board.
6. Benefits in accordance with Support Staff Handbook.

EEO STATEMENT:  The Farmington School District is an Equal Opportunity Employer.