Payroll Lead

POSITION TITLE:              Payroll Lead

IMMEDIATE SUPERVISOR: Payroll/Benefits Manager

SUMMARY:     Manage payroll functions to ensure wages are disbursed accurately, on time and with a focus on customer service.

ESSENTIAL FUNCTIONS/DUTIES:

• Process and update payroll data for all District employees and maintain accurate, up-to-date files of all payroll information within established timelines. Oversee reconciliation of time records, including deductions, benefits, unpaid leave agreements, work agreements, etc., to ensure accurate and timely distribution of payroll checks.
• Prepare and coordinate a variety of payroll-related documents (e.g., documentation for overpayments, payroll registers, stop payments, W-2 controls, etc.).
• Ensure Time & Attendance and Frontline systems are set up and updated to reflect the current employee base, including wages, benefits, and leave time.  Verify that information is in line with contracts (union), work agreements, and substitute procedures.
• Research and resolve discrepancies of payroll information and/or documentation (time sheets/Time & Attendance, leave time, etc.) to ensure accuracy and adherence to procedures prior to processing.
• Prepare Frontline reports, reconcile with teacher leave, and follow up on discrepancies to ensure an accurate payroll upload to School ERP Pro.
• Prepare and submit required governmental reports/payments, including W-2's, IPERS, federal and state withholding, unemployment, etc., within the established timelines.
• Communicate with a variety of internal and external parties (city/state/federal agencies, etc.) to ensure accurate processing of payroll deductions/garnishments.
• Respond to internal and external written and verbal payroll inquiries to provide information and/or direction.
• Serve as the District liaison with staff regarding all pay inquiries/issues/complaints. Research and resolve employee issues and counsel employees on payroll-related matters to ensure quick, equitable, and courteous resolution.
• Serve as the lead for the Time & Attendance system.  Maintain and update the Time & Attendance system and serve as the first point of contact for resolving Time & Attendance issues.  Ensure employees and Supervisors are trained in Time & Attendance processes and procedures.
• Manage all payroll functions within the Employee Access and School ERP Pro system.
• Oversee and/or complete employment verifications and other requests for payroll information.
• Prepare and submit 403b payments and census data as required.
• Complete all required salary surveys.
• Recommend and implement payroll processes and procedures that lead to best-practice operations.
• Communicate with Business Operations and Human Resources to review cross-departmental impacts and reconcile data sharing.
• Verify calculation of monthly premium statements for all group insurance policies and maintain statistical data relative to premiums, claims, and costs.
• Review and reconcile insurance invoices and ensure timely and accurate payment.
• Partner closely with HR/Benefits to align systems and procedures as well as communicate status changes, leave activities, etc.
• Manage regular preparation of relevant management reports, including weekly, monthly, quarterly, and year-end reports.
• Process mortgage verifications and final salary affidavits.
• Complete projects as assigned.
• Direct Payroll/Benefits Technician as necessary.

GENERAL DUTIES:

• Participate in staff meetings and attend other meetings or seminars.
• Assist with annual audit as necessary.
• Perform other related duties as required and assigned.

PROFESSIONAL STANDARDS:

1.  Quality (Projects a genuine concern for quality.  Work is accurate, thorough, and well-organized.  Uses time wisely.  Seeks out and takes responsibility for additional projects.  Adheres to quality standards/procedures and frequently suggests quality improvement ideas.  Develops systems and procedures to ensure high-quality work.  Consistently completes work on time.  Encourages and develops practices for continuous improvement in work processes and systems; demonstrates and fosters creativity and technical excellence. )

2.  Knowledge of job (The job and job-related responsibilities are well understood and reflected in job performance; exhibits continuous improvement and ongoing learning.)

3. Problem Solving / Independent Judgment(Effectively analyzes and solves problems.  Makes high-quality decisions in a timely manner.   Self-reliant capacities to perceive, discern, or make reasonable decisions. Willing and able to exercise sound judgment.  Breaks down complex problems into component parts and develops solutions in a logical/scientific, and systematic way.  Develops, analyzes, selects, implements, and evaluates optimum courses of action. Takes responsible actions and is accountable.)

 4. Teamwork / Collaboration (Works well on a team.  Demonstrates commitment to shared team goals. Builds relationships.  Collaborates and cooperates in order to achieve group objectives.  Listens, responds, and expresses disagreement constructively.    Encourages all team members to contribute their ideas and skills.  Shares own expertise with others. Fosters alliances with others as valuable resources; seeks and understands other people's viewpoints.)

5.  Initiative / Dependability (Identifies what needs to be done.  Takes action prior to being asked or before the situation requires it.  Does more than what is normally required in work situations.  Resourceful and follows direction.) 

6.  Motivation / Self-Management (Strives to achieve.  Perseveres.  Demonstrates adaptability. Commits self and others to accomplish challenging objectives.    Recovers quickly when progress is stalled by obstacles or adversity.

7.  Technical Skills (Exhibits proficiency in and uses required computer applications to maximize efficiency.) 

8.  Communication (Communicates effectively both verbally and in written forms.  Communicates up, down, and across the organization and maintains constructive working relationships.  Listens to others.  Speaks clearly and concisely; expresses thoughts and ideas easily in groups and in one-to-one conversations.  Conveys information (written/verbal) and ideas accurately and clearly.  Provides input/feedback in a timely, direct, and candid manner.   Shows interest in what others have to say; listens well in a group to enhance understanding and quality of participation.) 

9.  Managing Change/ Adaptability (Demonstrates good understanding of organizational changes and communicates support and/or leadership for such change.)

10.  Professional / Conflict Resolution (Positive approach.  Recognizes, mediates, and resolves conflicting people, priorities, and resources.  Displays professional and positive manner with students, families, employees, co-workers, and administration.  Ensures that conflicts are resolved in a professional manner and recognizes when to request additional resources to help resolve the situation.)

11.  Professional development (Takes responsibility for own development and learning.  Encourages and develops practices for continuous improvements in work processes and systems.  Continually learns from personal experience; actively seeks opportunities for learning and self-development; requests feedback and welcomes advice when it is offered.)

12.  Safety (Leads by example that safety is important.  Adheres to safety policies and procedures.) 

MINIMUM EDUCATION OR EXPERIENCE:

B.A. in Accounting, HR, business, or related field, and/or previous experience in payroll administration or other closely related experience.

Minimum of 2 years of prior payroll experience

Minimum of 1 year of experience administering exempt leave

LICENSURE OR CERTIFICATION:

NA

KNOWLEDGE, SKILLS, AND ABILITIES: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed here 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.)

• Ability to maintain confidentiality in daily operations and in the nature of payroll work.
• Excellent communication skills (written, verbal, etc.) and the ability to work effectively with applicants, employees, and administrators.
• Convey a positive, professional, and helpful image.
• Ability to create, review, and implement policies and procedures.
• Possess a high level of interpersonal skills and demonstrate poise, tact, and diplomacy to handle sensitive and confidential situations.
• Ability to resolve complex accounting issues.
• Working knowledge of union and District rules with regard to employee wages and benefits.
• Working knowledge of a variety of computer software applications in word processing, spreadsheets, databases, and presentation software (MS Word, Excel, Access, PowerPoint, etc.).
• Continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.

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 duties of this job, the employee is regularly required to stand, walk, speak, sit, and hear.  The employee is regularly required to make keyboard entries in a computer and must have manual dexterity required to use the telephone, calculator, and a computer keyboard/mouse.  Employee will sit for long periods of time.  The employee is occasionally required to reach with hands and arms, stoop kneel, or crouch.  Specific vision abilities required by this job include close vision and depth perception. The employee is occasionally required to lift and/or move up to 15 pounds.  A physical examination is required within 30 days of employment verifying that the employee is physically able to perform the functions of the assigned job with or without reasonable accommodations.

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.)

Tobacco-free and drug-free, climate-controlled working and learning environment.  Noise level in the work environment is usually moderate; however, due to the number of persons working in a limited amount of space, there can be distractions.  Position demands meeting deadlines with severe time restraints.