Payroll Specialist

Fleming County Schools

Job Description

Updated February 2024

Class Code: 7191

JOB DESCRIPTION

Position Title:                    Payroll Specialist

Responsible To:                  Personnel Director

                                           Assistant Superintendent

Basic Function:                 Perform complex and responsible payroll duties requiring

                                         knowledge of both classified and certified payrolls.

Performance Responsibilities:

1. Provide training, guidance and work direction to secretaries, clerks or temporary personnel, as assigned to the payroll unit.
2. Assist in the review of payroll systems and procedures; recommend method improvements and implement changes as approved.
3. Process payroll and related records for assigned major payroll of the District; compute hours and pay of employees for each payroll period; compute and summarize deductions such as withholding tax, retirement, insurance and maintain records of deductions; verify and input data.
4. Monitor changes in payroll-related data; prepare changes, corrections or adjustments as necessary; notify proper authorities.
5. Compute annual vacation and sick leave allowances and payroll distribution; communicate with District and site personnel regarding time reports, warrants, insurance coverage and leave time.
6. Respond to questions or complaints from employees regarding interpretation of laws, rules, regulations, contracts and other documents governing District payroll, assist employees in completing necessary payroll documentation forms.
7. Process and record specialized payroll services including Workers’ Compensation, retroactive pay, voluntary deductions and other related services.
8. Calculate and prepare annual salary and budget projections for categorical programs as assigned.
9. Maintain records of individual earnings, deductions and related data; process retirements and terminations as appropriate; verify documents for proper account codes, pay rates and related data.
10. Maintain employee attendance records; verify and input individual sick leave and vacation allowances and usage; distribute related lists and notices as needed.
11. Sort and distribute paychecks and warrants according to established procedures and guidelines.
12. Prepare and maintain files of records and documents relating to work schedules and prepare reports as needed.
13. Process the payroll-related sections of various employment verification forms; verify salaries by phone in accordance with related laws and District policies and procedures.
14. Operate standard office equipment including a computer terminal as required.
15. Perform other related duties as assigned by supervisor or superintendent.

Knowledge of:

• Principles and techniques involved in both classified and certified payroll preparation, monitoring and control.
• Financial record-keeping principles and procedure.
• Modern office practices, procedures and equipment.
• District organization, operations, policies and objectives.
• Applicable State requirements and other applicable laws.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.
• Operations of a computer terminal and other office equipment.
• Tax withholding, voluntary deduction, garnishments and fringe benefits.
• Oral and written communication skills.

Ability to:

• Perform complex and responsible payroll duties with a high degree of skill and accuracy.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Process payroll and related records for classified and certified payrolls.
• Train and provide work direction for others.
• Deal tactfully and effectively with irate employees.
• Add, subtract, multiply and divide quickly and accurately.
• Establish and maintain cooperative and effective working relationships with others.
• Meet schedules and timelines.
• Work confidentially with discretion.
• Communicate effectively both orally and in writing.
• Complete work with many interruptions.
• Type at an acceptable rate of speed.
• Maintain records and prepare reports.
• Understand and follow oral and written directions.
• Plan and organize work.
• Operate standard office equipment including a computer terminal as required.

Minimum Qualifications:

Any combination equivalent to: high school diploma, GED, Certificate or demonstrated progress toward obtaining a GED, as required by Kentucky law

Two (2) years of payroll accounting experience, preferred

Terms of Employment:

Salary and work year to be established by the board of education.

Evaluation:

Performance will be evaluated in accordance with provisions of board policy for classified personnel.