Role Description
Payroll Administrative Assistant
Page 8
OCONOMOWOC AREA SCHOOL DISTRICT
Role Description
JOB TITLE: Payroll Specialist/Coordinator (12-month position)
Reports to: Accounting Manager
FTE: 75% (30 hours per week – to determine hours per day and days of week)
Work Category: Light
Date: May 7, 2012
JOB PURPOSE SUMMARY: This position is primarily responsible for performing the payroll function (described in additional detail below) for the District, including payroll preparation and reporting, for the various employment groups that are eligible for WRS benefits (currently, teachers, administrators (10 and 12 month), and substitutes. Payroll processing also include time sheet/contract processing for extra duties, curricular work, coaching, clubs, cancoon, productions, and dances.
ESSENTIAL DUTIES AND RESPONSIBILITIES: The duties described below are indicative of what the Payroll Specialist may be asked to perform. Other duties may be assigned.
I. Payroll Preparation
A. Enter all necessary information for new employees re: direct deposit information, withholding, taxes, rates, deductions, and benefits into Skyward.
B. Update Skyward for changes in employee data related to direct deposit information, withholding, taxes, rates, deductions, and benefits into Skyward.
C. Run Prenote files as necessary/required for each payroll to verify accuracy with banks involved of new charges to direct deposit account numbers.
D. Organize all time sheets and payroll forms, etc., received from the schools and departments. Verify accuracy.
E. Enter hourly rates on time sheets.
F. Run Time Off reports to check for payroll deductions. Inquiry and make changes and corrections as necessary.
G. Check distribution codes.
H. Process substitute pay using Aesop.
I. Enter hours and extracurricular pay in computer, edit and balance.
J. Compute balance and gross totals.
K. Update employee Skyward records for changes in District provided benefits or deductions, such as changes in tax sheltered annuities, life insurance rates, FSA or dependent care elections, district employment assignment, insurance premiums, credit union, insurance company changes, etc.
L. Record extra hours worked by teachers each month for retirement records and reports.
M. Run all payroll reports and files.
N. Process payroll and create checks for all employee 403b deductions and distribute to appropriate provider.
O. Process all Summer School payrolls.
P. Process teacher and 10 month administrator payrolls based upon employee elections over 10 months or 12 months. Run the July and August payrolls for the 10 month positions with a 12 month election in May or June to post to necessary accounting period.
Q. Process any necessary extra payrolls or processes for late contract settlements (retros), late salary adjustments decisions, or benefit/deduct changes.
R. While processing summer checks, check for new addresses, special instructions, etc.
S. Compute and input taxable premiums for life insurance amounts in excess of $50,000 in December.
II. Payroll Reports and Filings
A. Prepare deduction register.
B. Compute federal tax, state tax, Social Security tax, Wisconsin Retirement System totals.
C. Prepare monthly and quarterly reports for the Department of Workforce Development.
D. Check Department of Workforce Development Wage Verification and Eligibility Reports.
E. File Department of Labor Current Employment Statistics Report each month.
F. Continuously update WRS reporting for employee changes.
G. File WRS mid-year and annual reports - annual reconciliation of previous year’s hours and earnings which must equal total of monthly remittances.
H. File 941 Federal Reports quarterly.
I. Handle annual reconciliation of federal, state and Social Security reports.
J. Work with Student Services to produce necessary information for that department’s quarterly Medicaid reporting.
K. Check W-2 proof lists and print W-2’s.
L. Complete employment verification form requests.
III. Record Keeping
A. Compute new salaries, monthly bases, fringe benefits, deductions, etc., each year.
B. Compute new salaries, monthly bases, fringe benefits, deductions, etc., for teachers turning in college or CDP credits – timing as defined in employee handbook.
C. Compute union dues, United Way contributions, etc.
D. Keep a daily work record of employee receiving Unemployment Compensation benefits: where they worked, hours worked, and money earned.
E. Maintain salary information for all employees eligible for WRS benefits.
F. Coordinate and lead the annual Worker’s Compensation audit.
G. Work with Human Resources on various payroll related issues, including but not limited to FMLA deductions, payroll deductions for time off, adjustments in balance pay, and cross checking validity of hours recorded on timesheets and appropriate account coding.
H. Participate in annual review of personnel budget by updating and verifying staff position, name, fte, account code, salary, and benefits.
I. Assist Accounting Manager and Human Resources with the annual financial audit by compiling pay information, contracts, and various other data requested by the auditors.
IV. Other Duties
A. Manage (while working with Human Resources) the elections made during the Open Enrollment periods for health insurance, dental insurance, and alternative benefits. Update Skyward employee records for elections made.
B. Manage the annual Section 125 (flexible spending and dependent care) enrollments: memos, new enrollments, changes. Update Skyward employee records for changes and process all correspondence with provider (Diversified Benefits Corporation).
C. Pay all tax-sheltered annuity bills and make payments for garnishments, union dues, etc.
D. Present payroll information at new employee trainings.
E. Answer on-going payroll questions from staff and retirees.
F. Check WRS, EFT, IRS, and WI Department of Revenue newsletters, publications, and websites for updated information. Forward newsletters, information, and yearly statements of benefits to teachers and administrators.
G. Assist with mailroom processing and distribution.
H. Foster and maintain communication with the Human Resources office to ensure accurate and timely record-keeping and bill payment.
I. Provide clerical assistance as requested by Assistant Superintendent, Accounting Manager, and Facilities and Operations Manager(s).
J. Perform various other duties as assigned by the Assistant Superintendent and Accounting Manager.
K. Perform back up responsibilities to other payroll specialist position as necessary and required during absences.
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required at the time of hire or for the continuation of employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Additionally, individuals must possess a valid Wisconsin driver’s license and be able to drive between District locations. Possession of a working motor vehicle is required of this position.
EDUCATION and/or EXPERIENCE:
I. Two-year degree in accounting, finance, or similar education training from an accredited technical training program required. Four year degree from an accredited college or university preferred.
II. A minimum of two year’s payroll experience required.
III. Successful experience in payroll and accounting for governmental units or schools using fund accounting preferred.
IV. Experience with various Microsoft software, technology tools, and financial software packages for data entry, information analysis, and report preparation required.
SKILLS AND ABILITIES:
Technical Skills: The Individual Must Possess the Following:
A. Excellent keyboarding and data entry skills with a focus on speed and accuracy.
B. Knowledge and ability to use computers, including word processing, spreadsheets (Excel), and database management.
C. Language skills: use of good grammar and accurate spelling in correspondence, editing, etc.
D. Ability to compose and write memoranda, letters, etc.
E. Basic math skills in the areas of addition, subtraction, division, multiplication, fractions, percentages, averages, etc.
F. Excellent calculator skills/ten-key skills.
G. Ability to operate office equipment including, duplicating equipment, transparency equipment, fax machine, etc.
Organizational Skills: The Individual Must Possess the Following:
A. Ability to organize time: i.e., be able to work on one-time-only tasks as well as ongoing tasks, while at the same time handling interruptions, etc.
B. Ability to establish priorities: i.e., recognize tasks that need to be done and do them without supervision.
C. Ability to organize materials and maintain an efficient work schedule.
D. Ability to be a self-starter who does not need constant direction from supervisors or co-workers
E. Ability to tolerate and work in pressure situations during which large volumes of work must be accomplished in a short period of time.
Communication Skills: The Individual Must Possess the Following
A. Ability to communicate effectively and to work cooperatively with other staff members.
B. Ability to maintain strict confidentiality relating to all business, personnel, and school district matters. Non-compliance is cause for discipline, which may be immediate dismissal.
C. Ability to work effectively with a diverse group of people/children.
- Ability to meet people personally and over the telephone in a courteous, yet business-like manner.
PHYSICAL AND WORK ENVIRONMENT: The physical and work environment described below are representative of 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 these essential functions.
PHYSICAL REQUIREMENTS
ACTIVITY / FREQUENCY / DURATION / DESCRIPTIONSitting / Constant / Up to 2.5 hr. max at 1 time, 7 hr. per day. / Position change option?: Yes to briefly stand or walk. Writing, computer work, answering phones
Standing / Occasional / 15 min. average, 1 hr. max at time, 1 hr. per day. / Photocopying.
Walking / Occasional / 5 min. max at 1 time, 1 hr. per day. / Surface: Tile or concrete: Distance: Up to 100 ft. to deliver reports, retrieve information
LIFTING
OBJECT / WEIGHT / FREQUENCY / DESCRIPTION /Boxes of files, miscellaneous items. / Max. of 10 lb. / Occasional, several times per day max. / Floor to waist height.
CARRYING
OBJECT / WEIGHT / FREQUENCY / DESCRIPTION /Boxes of files, miscellaneous items. / Max. of 10 lb. / Occasional, several times per day. / Distance of 20 ft.
PUSHING/PULLING (MEASURED BY FORCE & NOT WEIGHT OF THE OBJECT)
OBJECT / FORCE / FREQUENCY / DESCRIPTION /NA
OTHER PHYSICAL REQUIREMENTS
ACTIVITY / FREQUENCY / DESCRIPTION /Bending / Occasional / To reach lower shelves and bottom drawers from seated or standing position.
Twisting / Occasional / To reach shelves, drawers, etc., while seated or standing.
Kneeling / NA
Squatting / Occasional / To lift.
Crouching / Occasional / To file at lower levels. Could sit or kneel.
Crawling / NA
Climbing / Occasional / Step stool to reach storage shelves or top drawer in filing cabinet.
Reaching vertically / Occasional / Storage shelves as high as 73”.
Reaching horizontally / Constant / Writing, typing, etc.
Throwing / NA
Manual Dexterity / Constant / Typing, use of scissors, etc.
Grasping / Occasional / Pen or pencil, papers, etc.
Pinching / Occasional / Paper clips.
Finger Dexterity / Constant / Typing.
Hand/Eye / Constant / Typing.
Balancing / Occasional / Step stool, if needed.
Jumping / NA
SENSORY REQUIREMENTS
TALKING: / Required for communication by phone, with children, etc.NEAR VISION: / Required to read papers, computer screen, etc.
FAR VISION: / NA
COLOR DISCRIMINATION: / To distinguish color-coded files.
DEPTH PERCEPTION: / NA.
HEARING SENSITIVITY: / Required for conversation level.
TACTILE DISCRIMINATION: / Required for typing.
SENSORY PERCEPTION FOR HOT OR COLD: / NA
ENVIRONMENTAL CONDITIONS
LOCATION: / Inside 100% of the time.EXTREME HEAT: / Weather dependent in areas not air-conditioned.
EXTREME COLD: / NA
HUMIDITY: / Weather dependent in areas not air-conditioned.
NOISE: / Quiet
VIBRATION: / NA
MECHANICAL HAZARDS: / NA
CHEMICAL HAZARDS: / White-out
ELECTRICAL HAZARDS: / Computer, printer, calculator, pencil sharpener, electric stapler, copy machine, postage meter
RADIANT ENERGY: / NA
VENTILATION: / NA
MOVING OBJECTS: / NA
SHARP TOOLS: / Razor to open boxes, scissors, letter openers, paper cutter
CLUTTERED OR SLIPPERY FLOORS: / NA
ELEVATED SURFACES: / NA
POOR LIGHTING: / NA
EXPOSURE TO DUST/FUMES, GASES, ODORS: / NA
CONFINED WORK SPACE: / NA
OBSTACLES: / Furniture
USE OF TOOLS, EQUIPMENT, ETC.: / Computer, printer, phone, copy machine, fax machine, pens, pencils, calculator, postage meter, paper cutter
SAFETY EQUIPMENT: / NA
The following may vary from location to location:
DESK HEIGHT: / Approximately 28-1/2”
CHAIR: / Adjustable for seat height, back height, back tilt, arm rests and swivel. Not adjustable for seat tilt
KEYBOARD: / Detachable with palm rest. Mouse.
SCREEN: / Tilt adjustable
OTHER: / Separate desk for writing