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General Description:

Job Description:

Essential Job Functions:

• Performs complex wage calculations using multiple spreadsheets for all Human Resource Employment Data Forms contracted employees to include new hires, terminations, retirees, employees with contract changes, employees that are going on a leave of absence and employees electing to participate in the Supplemental Retirement Program.  Coordinates with Human Resources to verify data from information related to payroll processing and make corrections.   Provides documentation to new employees, employees receiving a contract change and terminating employees explaining their first and last paychecks and any retro salary adjustments. Verifies Time and Attendance created pay transactions ensuring correctness in hours, rate of pay and general ledger account numbers to ensure the correct payment of contractual wages and prevent overpayment of wages.  

• Audits payroll memos regarding employees’ dismissal and administrative leave.Monitors Time and Attendance created pay transactions ensuring terminated employees do not receive regular schedule paychecks.  Modifies pay transactions as needed to ensure terminated employees are not overpaid.  Calculates overpayment of wages, contacts employees in writing and collects funds to ensure repayment to CCPS.

• Calculates payout of unused Annual and Personal hours for employees resigning from the school system. Coordinates the payment of retiree’s leave benefits and the calculation of pretax payroll deductions through Paybreeze.   Prepares calculation of pretax investments ensuring largest investment for employee upon request.

• Prepares pay transaction data in batch format and forwards for entry into Integral System.  Receives a reconciliation statement to verify batch data was entered correctly.

• Assists employees with questions regarding gross wages and other payroll inquiries. Composes correspondence to employees to explain payroll actions. Provides training to CCPS staff regarding FLSA as it relates to payroll processing.

• Balances payroll each pay period by creating a variance report that identifies all rate changes.  Any rate changes processed without documentation on file are researched in order to avoid overpayments.

• Supervises payroll staff members and provides daily instruction in prioritizing tasks and meeting payroll deadlines. Performs the human resource management function to include interview selection, discipline and training of employees.  Provides guidance to staff members in regards to payroll deductions, non-contractual earnings, employee contributions and payment of wages regarding leave benefits. Oversees and recommends modifications to processes and procedures as necessary.  Resolves complex problems encountered by payroll staff and departments.  Monitors time and attendance pay calculations of employees using FMLA and leave benefits.  

• Oversees the payroll run (approximately 250-350 batches and 20,000-30,000 pay transactions), ensuring that batches are in balance on a daily basis and that all errors are corrected prior to running payroll.  Failure to have all batches in balance will result in the payroll not running according to schedule and could result in employees not being paid on time.  Updates check and advice numbers each pay period.  Communicates with the county government IST and Treasurer regarding payroll processing.  Coordinates payroll processing for summer school. Supervises the processing and calculations of non-exempt employee overtime to ensure proper and timely payment.

• Processes void checks, stop payments and manual checks issued to employees.  Coordinates with county accounting offices and banking institutions in order to delete direct deposits and stop payments.  Issues military supplemental pay for employees on long term military leave of absence. 

• Perform other duties as assigned.

Budgetary Responsibility:

N/A

Report Preparation:  

Reconciliation of gross wages, including wage variance reports using Excel, Foxpro and Mainframe applications.

Equipment Operation:

Dell PC and Printer, Copier, Fax Machine, Telephone, Calculator

Work Direction:

N/A

Decision Making: 

Performs majority of work independently.  Seeks advice and guidance from Assistant Director or Director in unusual situations.

Formal Policy-Setting Responsibilities:  

Determines impact on policy changes on payroll processing as directed.

Physical Demands:  

The physical demands described here represent 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 use hands to lift, support, handle or feel objects, tools, equipment and/or controls; reach with hands and arms; and talk and hear.  The employee is occasionally required to stand, walk, sit, climb or balance and stoop or kneel.  Specific vision abilities required include close vision, distance vision, depth perception and ability to adjust focus.

Work Environment:  

The employee regularly works in an office setting.  The noise level in the work environment is quiet to moderate.

Qualifications:

Advanced knowledge of payroll policies and regulations. Knowledge of generally accepted accounting principles, state and federal regulations related to public payroll accounting.  Should also possess knowledge and understanding of garnishment rules and processing, Considerable skill in the use Google Suite and/or Microsoft Office for report creation and data analysis. Experience with mainframe applications for data retrieval in report writing. Demonstrated ability to organize and analyze data and process work according to related laws, regulations, policies and procedures; to prepare and conduct employee training; to make accurate mathematical calculations and reconciliation of reports; to retrieve and prepare reports in a mainframe environment. Must be able to work independently, pay attention to detail and meet strict deadlines. Must possess effective communication skills to communicate effectively with all levels of personnel.  Must possess initiative and critical thinking skills.

Additional Job Requirements:

Associates Degree in Business OR Payroll certification (FPC,CPP) preferred however 3 years of college level coursework in Business or Accounting or 5 years of on the job experience in accounting or related field; or equivalent combination of training and experience. Processing experience with VRS including knowledge of Hybrid plans and benefits is a plus. 

Applicants considered for employment must successfully complete the following background investigations/tests:

• Federal Bureau of Investigation (FBI) Criminal History Investigation

• State Police Criminal History Investigation

• Child Protective Services (CPS) Investigation

• Tuberculosis Screening/Test

Compensation

Hours Per Day

Days Per Year

Benefits

Chesterfield County Public Schools offers a wide variety of benefits to employees.  Benefit offerings may differ based upon full-time and part-time employee status.

Chesterfield County Public Schools assures Equal Employment Opportunities for employees as required by Federal and State Orders and Laws.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position activities and requirements.  However, administration reserves the right to modify, add, or remove duties and assign other duties as necessary.  It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position and does not imply an employment contract.