Payroll Officer

Description

The Payroll Officer is responsible to ensure payroll and taxes are managed. Acts an administrative assistant to provide office and clerical support to assist with the efficient operation of the central office for the Interlocal. Additionally, this position is the Special Needs Vocational (SNV) Bookkeeper. To accomplish all tasks, the Payroll Officer works directly with the Director, board clerk and treasurer and is accountable to them for the performance of their duties.  

Essential Responsibilities 

• Monthly collect, calculate and input payroll data into computer for all classified/certified staff as well as substitutes (at each district rate of pay). Homebound, and transportation timesheets. Compute overtime hours for employees doing double duty. Prepare, print and disperse payroll checks to all staff by the 15th of each month. Record and update all staff sick, personal, professional and vacation leave dates of absence and names of subs from District Absence Reports and Personal Leave Forms. Prepare payroll reports to keep on file for auditors and copies to Treasurer, and file. (with assistance from Board Clerk as needed) 

• Prepare, print and disperse all payroll deduction voucher checks as follows: MyFlex Medical/Dependent Child Care Reimbursement; Tri-County Educators Association Dues; Child Support Payments; Wage Garnishments (with assistance from Board Clerk as needed) 

• Calculate and call in Federal withholding, FICA Deduction and Matching FICA taxes on same day as payroll to be deducted from bank account in accordance with the one day rule on the following day.  

• Calculate and call State withholding to be deducted via electronic transfer to Topeka. Prepare and record journal entries for these transactions in computer system. 

• Receive absence reports from each district/school. 

• File quarterly Unemployment Report and send quarterly unemployment tax to Topeka. Monthly, call in Department of Labor information and file quarterly report at the same time.  

• Attend SUI trainings,  

• Complete, check for accuracy and submit (if applicable) once given approval by Director, of the following: SDAC and PCG reporting, Interlocal budget, VI-B application (part 1 and 2); MOE reporting, tracking & keeping Director up to date on MOE; Form 120A 

• Each June compute sick/personal leave for eligible employees to be paid from the Temporary Sick Leave Pool. Prepare and send checks. 

• In collaboration with Board Clerk, each June schedule Section 125 appointments for all employees to meet with the Section 125 representative.  

• Answer wage garnishments computing salaries for amounts payable. Send copies to attorneys, employees and maintain copy on file in office.  

• Complete ACH transmittal for electronic payroll from bank.  

• Prepare, print and dispense annual W-2 forms. Prepare and submit annual KW3 form to KS Department of Revenue. Transfer W2/W3 information to diskettes and send to State Department of Revenue and Social Security Administration (with assistance from Board Clerk). 

• Send copies of W-4’s on all new hires to Child Support Enforcement Agency (with assistance from Administrative Assistant).  

• Each June, prepare lump sum and encumbered payrolls for certified staff. 

• Assist employees as necessary with questions pertaining to payroll and taxes.  

• Create 1094C (Affordable Healthcare) through SUI and disperse to staff (with assistance from Board Clerk).  

• Complete Workman’s Compensation payroll estimation, and audit, annually. 

• Maintain journal entries for taxes for money transfers.  

• Update and check for accuracy, staff budget sheets to help plan for annual budget (including working with director to create salary schedules). 

• Work with federal auditor(s) for VI-B application, MOE, and other budget questions.  

• Work with Medicaid and SDAC auditors to ensure accurate submission data.  

• Input cash receipts information into SUI and prepare cash receipt journal for Treasurer. 

• Second signer for KPERS as needed. 

• Be responsible for Student Accident claims. Send forms to parents/guardians of student who was injured and follow through with. 

• Enter new employee (certified staff) information into SUI for payroll; paraprofessional information, as needed, to support Clerk of the Board.  

• Complete Employment Verifications for all new employees and past employees (also on Clerk of Board’s job description).  

• Be responsible for the completion of reports, documentation, filing, and communication relevant to worker’s compensation, including, but not limited to, the filing/transmission of employer reports and billings to the Interlocal workman’s compensation provider and Department of Labor. May make doctor appointments and maintain file on each employee with a workmen’s compensation claim. Communicate with healthcare providers as required and with KASB workman’s comp insurance. Documentation of infectious contact and coordinator with TC nurse. 

• Enter para timesheet hours on folders (in Board Clerk’s office) for the 1,116 hours needed annually for a FT para.  

• For cross-training, be able to perform job duties of Treasurer and FMLA and KPERS. 

• Assist in the creation of excel spreadsheets for financial/budgetary data analysis. 

• Responsible for the SNV accounts payable, SNV accounts receivable (cash receipts), monthly SNV bank account reconciliation, SNV count monitoring, and SNV monthly accounting reports for Tri-County administration and board members.  

• Create the yearly financial reports for the Tri-County audit for all SNV accounts and respond to auditor inquiries. 

• Maintain sales tax reports/payments for seven cities (three counties) for SNV; maintain accounting of active accounts (revenue and expense) for SNV; figure dollar amount of student incentive and purchase gift cards for incentives for SNV; process statements to customers for jobs completed in the four Building Trades programs; maintain accounting of reimbursements from Tri-County to Tri-CO (SNV) on equipment/supply lines.  

• Maintain correspondence with teachers on their account status and documentation; review/present/maintain job proposals, job logs, billing, follow up; track materials spent per job, etc. for each building trade’s job.  

• Assist in the maintenance of SNV inventory record keeping. 

• Maintain Tri-CO SNV vendor file including W-9 requests from vendors. 

• Provide office and clerical support to assist with the efficient operation of the Interlocal.  

• Have access to the safe (Board Treasurer or Clerk of the Board unlock and lock daily). 

Physical Requirements/Environmental Conditions 

• Requires prolonged sitting or standing. 

• Requires physical exertion to manually move, lift, carry, pull, or push heavy objects or materials.  

• Occasional stooping, bending, and reaching. 

• Must be able to work in a variety of noisy and crowded environments.  

• Must be able to demonstrate effective organizational skills and work with a deadline. 

• Maintain a valid driver’s license and be able to operate a vehicle. 

Other General Responsibilities 

• Participate in staff meetings, as requested. 

• Demonstrate effective interpersonal relationships with others. 

• Maintain appropriate, confidential records and provide timely reports.  

• Attend financial/budget workshops as needed throughout the year. 

• Demonstrate effective written and verbal communication skills.  

• Maintain a positive attitude. 

• Assist in general office functions, as needed, in an effort to provide continuity in office operations. 

• See that Interlocal policies are observed during all activities. 

• Obtain advance approval for inservice training, as required. 

• Adhere to all district and Interlocal health and safety policies, including all precautions of the Bloodborne Pathogens Exposure Control Plan.  

• Other duties as assigned by the Director of Special Education.  

Qualifications

• High school diploma or equivalent. 

• Background/experience in accounting/bookkeeping, or as an administrative assistant 

• Typing and filing skills, computer skill 

• Health and inoculation certificate on file at the Central Office.  

• Desire to continue career improvement.  

Salary

Salary is commensurate with experience and education 

Length of term 

12 month position 

Responsible to 

Board Clerk, Board Treasurer, and Special Education Administration