Payroll Specialist

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Position: Payroll Specialist
Reports To: Assistant Business Manager

Location: Octorara Area School District; in person, not remote

Responsible for the production of an accurate payroll for the Octorara Area School District. The position is responsible for processing all payroll for 10- and 12-month salaried and hourly employees, generating supplemental pays, calculating adjustments and calculating flex payments. This position is responsible for the support and maintenance of the Human Resource Management System (HRMS). This individual serves as a technical point-of-contact for payroll and assists subject matter experts with ensuring data integrity, testing of system changes, report writing and analyzing data flows for process improvement opportunities. This position also supports HRMS upgrades, patches, testing and other technical projects as assigned. This position assists the Assistant Business Manager with other related issues as assigned.

Essential Job Responsibilities:

• Oversee the payroll process ensuring payroll is completed in an accurate and timely manner in compliance with local, state and federal laws. This includes preparing salary spreadsheets, troubleshooting salary information and generating reimbursements, medical opt outs, flex payments, supplemental payments, payroll transmission, balancing and release. Also includes collecting, organizing and batching time sheets, new hire set-up, imports, payroll transmission, balancing and release.
• Calculate salaries each pay period for new hires, terminated employees, unpaid leave of absences, employees who return to work after a leave of absence and employees who need an adjustment to their semi-monthly rate due to a salary or position change and communicate information to employees by sending a salary letter.
• Write, maintain and support a variety of reports or queries utilizing appropriate reporting tools. Help maintain data integrity in systems by running queries and analyzing data. Prepare all quarterly and annual reports for Federal, State, local taxes, and unemployment.
• Integrate time and attendance information into payroll, verifying accuracy and work with supervisors to correct issues as they arise.
• Prepare and complete on-line submission of semi-monthly bank direct deposit for net payroll, federal taxes and FICA, and PSERS information.
• Maintenance and completion of the semi-monthly Voya report for employee contributions and wire contributions by required deadline.
• Research and respond to all payroll related questions and concerns.
• Assist with payroll audits on a consistent basis and make recommendations for improvement.
• Assist in the development of overall payroll procedures by recommending
  improvements or changes for greater efficiency.
• Assist in the review, testing and implementation of HRMS system upgrades and patches.
• Issue manual checks for missed pays and corrections and prepare manual check memos. Generate stop payment requests and reissue checks which were lost.
• Prepare and complete on-line submission of semi-monthly bank direct deposit for net payroll,
  federal taxes and FICA, and PSERS information.
• Verify absence status as noted on timesheets.
• Input all (manual) timesheets for additional duties and assign payroll monies to correct general
  and federal accounts.
• Verify absences are reported accurately with reported time and adjust as needed.
• Prepare, verify and mail W-2's for all employees.
• Compile pay data and W-2's for unemployment, child credit, worker's compensation, social security, court orders and employment verifications as needed.
• Frontline (Leave / Absence)
  • Enroll all new hires in Frontline Absence Management.
  • Calculate all awarded leave based on hire date.
  • Maintain worksheets for employee types to coincide with absence reasons to submit to ESS for each new hire.
  • Adjust all sick, vacation and personal days as requested by the employee (new entry / cancelled absence and adjustment of days).
  • Administer all awarded leave semi-annually according to terms of CBA (Awarded in July and January).
  • Maintain leave data to determine leave accrual based on years of service.
  • Audit leave balances for awarded leave accrual in January and July.
  • Submit all starting balances to Frontline for July and January each year.

Essential Job Skills:

• Computer skills including Microsoft Excel, Word, and payroll software systems.
• Strong understanding of payroll processes and data, including local, state and federal laws regarding payroll processing, eligibility and enrollment rules.
• Excellent customer service skills to deal with a variety of employees, clients, and vendors.

Qualifications:
Education and Experience:

• High School diploma required; Bachelor's degree preferred.
• 1-3 years direct payroll experience
• Must possess excellent organizational skills and be able to work independently and follow through on projects.

Required Skills & Abilities:

• Strong ability to read, interpret, and apply professional literature, financial reports, technical procedures, legal documents, and governmental regulations.
• Skilled in writing clear reports, correspondence, and procedural documents.
• Effective presenter with the ability to address and respond to questions from supervisors, staff, administrators, and the public.
• Able to handle inquiries and resolve concerns from customers, vendors, agencies, and community members.
• Proficient in basic mathematical concepts and data analysis to support problem-solving and decision-making.
• Strong critical-thinking skills, including defining problems, gathering data, and drawing valid conclusions.
• Ability to interpret technical instructions, apply sound judgment, and resolve conflicts.
• Demonstrated ability to build positive working relationships and communicate clearly and professionally.
• Able to manage multiple tasks, competing demands, and frequent interruptions.

Physical Demands & Work Environment Requirements:

• Frequent sitting, standing, walking, talking, and listening.
• Regular use of hands for handling materials and reaching with arms.
• Occasional lifting or moving of up to 25 pounds.
• Close vision and ability to adjust focus.
• Ability to meet deadlines under time constraints, interact effectively with staff and the public, and work irregular or extended hours as needed.

Compensation Statement: Based on our compensation plan, relevant experience for the position, and consideration of a college degree (preferred but not required), the hourly rate for this role will range from $23.00 to $26.44. This is a salary, non-exempt position. This position works over 12 months, 230 days per year, 8 hours per day, 1840 hours per year. 
Octorara Area School District is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other protected status under applicable federal, state, or local laws.
Octorara Area School District is committed to providing access, equal opportunity and reasonable accommodations for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact the Chief Human Resource Officer.

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