Payroll Specialist I

JOB TITLE: PAYROLL SPECIALIST I

DEPARTMENT: Finance

REPORTS TO: Business Manager

FLSA STATUS/CLASSIFICATION: Non-Exempt; Level 7

SUPERVISORY DUTIES: None

APPROVED ON: 2/14/2023

SUMMARY:Collaborates with Payroll Specialist II in the operation of the department. Oversees requests from the Superintendent of School, Director of Finance, Director of Human Resources, Director of Federal Programs and campus Principals with regard to sensitive confidential payroll data as requested. Verifies the bi-weekly processing of payroll. Oversee payroll department procedures to insure accuracy in processing and adherence to generally accepted payroll standards.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Track all sick, vacation and personal leaves taken in district substitute system
• File all payroll and insurance paperwork into employee files
• When necessary support or substitute for Payroll Coordinator
• Verifies payroll data and leave plan against contractual salary placement. 
• Verifies all required employment documents, including paperwork for new, existing, and exiting employees.
• Computes a variety of information related to payroll vouchers. Executes and monitors payroll calculation programs; reconciles and posts data to payroll records  
• Balances and reconciles the payroll changes for accuracy
• Performs balance of contract calculations for resigning employees.
• Reviews timesheet posting with the Payroll Coordinator for completeness and accuracy
• Reconciles transactions for overpayments, reversals, and voids
• Process various irregular payments, such as supplemental pays, Prop 301, stipends, sick leave payouts
• Sort and distribute employee checks
• Process vendor checks, make tax payments and transmit direct deposits
• Interfaces with District employees regarding payroll inquiries
• Investigates employee information for County, Federal, and State and other agencies related to garnishments, tax-sheltered annuities, child-support payments, tax levies, employment earnings, retirement, wages lost
• Compiles data and prepares quarterly and year-end reports, e.g. W-2’s, Federal Tax 941 Filing, AZ State A-1 Tax Filing, AZ State New Hire Reports, U.S. Labor Reporting
• Performs Ending Payroll Verifications, Check Member Eligibility, Bi-weekly Reporting with the Arizona State Retirement System
• Monitors employee tax credit donations and generates end-of-year tax credit receipts to donors.
• Performs bi-weekly and monthly (TSA) Tax Sheltered Annuities reporting
• Completes loan Verification of Employments when needed for employees
• Enters leaves in Timeclock for employees when needed
• Maintains employee payroll records such as tax forms, direct deposit requests, retirement numbers, verifying changes in salaries and employment status
• Enters all employee timesheets for class coverages, athletics, special projects and supplementals 
• Uploads spreadsheets for Bonuses, Results Based Funding or Special Projects
• Verifies distributes and answers inquiries regarding employee W2 Forms and paychecks 
• Informs employees with pertinent information through bi-weekly newsletters
• Helps with front desk coverage as needed

KNOWLEDGE, SKILLS & ABILITIES:

• Ability to operate standard office equipment and 10 key adding machine
• Knowledge of generally accepted payroll practices
• Knowledge of data usage, including research, collection, analysis, synthesis, interpretation, and reporting
• Ability to communicate effectively verbally and in writing
• Ability to do detailed mathematical computations
• Ability to maintain confidentiality
• Produce accurate work and complete assignments with minimal supervision
• Ability to apply common sense understanding to solve practical problems and deal with a variety of situations
• Ability to work cooperatively and courteously with staff, students, parents and community members
• Knowledge of applicable Federal and State laws, district procedures and Board policies
• Ability to handle confrontation and conflict without an emotional response

QUALIFICATIONS & REQUIREMENTS: 

Education & Experience: 

• High School diploma or equivalent
• 2-3 year previous payroll experience
• Experience with automated payroll/HR systems
• Any equivalent combination of training, education and experience that meets minimum requirements
• Criminal justice/Fingerprint clearance

Computer Proficiency:  Demonstrated general proficiency in computer programs such as Microsoft Excel, Word, Google Suite and job specific computer programs 

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 the 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 required to reach with hands and arms. The employee is frequently required to sit and occasionally stand and walk. The employee may be required to move ten pounds and could occasionally lift or move up to twenty-five pounds.   

WORK ENVIRONMENT:

Indoor office environment. This position regularly works indoors. The noise level in the work environment is generally quiet to moderate and may become excessively noisy at times. Will have contact with employees, external agencies and the public.

Disclaimer: The duties and responsibilities identified in this position description are illustrative only and are in no way intended to be a complete list of activities that may be required of an incumbent.  The information contained in this job description is for compliance with the American Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position.  Additional duties are performed by the individual currently holding this position and additional duties may be assigned.