JOB DESCRIPTION

PuyallupSchool District

PAEOP Level V

Human Resource/Payroll Technician

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Purpose Statement

This position is technical in nature, performing data entry, calculating complex payroll calculation and analysis. It also requires communication withapplicants, district employees, including administrators and satellite offices for the purpose of providing HR and payroll information. Additionally, this position assists with the application process for all employees;assists withthe highly qualified process for teachers and paraeducators required under the No Child Left Behind Act; analyzes transcripts for salary purposes; monitors educational certificates for applicants and employees; and monitors certification for teachers and other certificated positions. This positiongenerates spreadsheets and computer reports, maintains records of employee’s status, assists in the planning and coordinating of the new employee orientations, meets with new hires one-on-one when necessary along with other related office duties. The person in this position will evaluate, respond to, and resolve questions and issues related to, salary placement, collective bargaining language regarding pay, and payroll issues. The person in this position will work independently and must have excellent math and time management skills and self-discipline to work with little supervision.

Essential Functions:

  • Analyzes data and applies appropriate action making determinations for system updating and solutions following general guidelines and utilizing known system procedures, including budget codes, pay classes, duty codes, hire dates and grade groups for S275 State reporting, various system calendars and benefit calculations.
  • Analyzes and maintains knowledge of multiple bargaining units for implementation of processing salary increases. This requires downloading information into Excel documents to manually calculate complex retro-active pay.
  • Answers the telephone and greets office visitors; uses tact in dealing with sensitive matters; responds to requests; routes callers to appropriate staff members.
  • Assists with certification verification process.
  • Composes legal re-payment agreements and/or pay memos when under-payment or over-payment is discovered.
  • Coordinates system for certificated transfer process.
  • Corrects, audits, updates, and changes pay assignments based on staffing advancement and resignations. Completes complex math calculations to ensure employee is paid correctly and appropriately. Reviews, calculates, examines and corrects figures on preliminary payroll.
  • Creates and maintains various files; including personnel records and payroll records for a variety of employees and employee groups. Follow through with employees’ missing documents and ensures completeness of employee files for auditing purposes. (for example: fingerprinting, employment eligibility form I-9, disclosure, sexual misconduct, etc.)
  • Develops human resources section of the board report for the purpose of providing employee information regarding new hires, employee changes, terminations, retirements, and leaves.
  • Evaluates certificated employee files and certificated applicant files to determine highly qualified status to comply with No Child Left Behind Act including endorsements, credits, assignment, in-service classes, and experience. Maintains computer file for tracking each teacher’s qualifications and assignments; prepares annual report for submission to state; meets with administrators to assist in the development of plans of assistance for teachers not meeting standards. Develops and maintains process for notification to teachers and administrators regarding highly qualified status.
  • Interprets and applies collective bargaining agreement language for the purpose of providing information to employees.
  • Issues contracts for all new and continuing PEA employees.
  • Manages 350+ coaching and 1,500+ extra-curricular assignments/stipends with regard to system information, placement on salary schedule, correspondence, corrections in duties, and pay information. Communicates directly with school administrators, employees and athletic coordinators to ensure accurate employee information. Issues pay authorization notices to all employees with coaching and extra-curricular assignments.
  • Participates in requisition and job posting process for open positions.
  • Performs data entry activities with regards to personnel and payroll information into complex mainframe and PC programs at the time of hiring, leave of absence, and resignation/retirement. This requires communicating with school administrators and satellite offices, analyzing position requisitions for accuracy and creating pay action forms for processing the information.
  • Prepares new hire packets and plans and participates in new employee orientations for the purpose of gathering personnel documents and providing employees information on required trainings, district policies, and general information.
  • Provides support to human resources generalist by evaluating and entering all credits and clock hours for certificated employees for salary placement purposes upon hire and as employees submit transcripts for increases in salary. Verifies that classes meet state criteria for salary placement; verifies and calculates all experience applicable and valid for salary placement; researches and responds to discrepancies in salary placement.
  • Responds to inquiries from all employees such as administrators, teachers, secretaries, paraeducators, coaches, bus drivers, security, food service, maintenance, mechanics, custodians, unrepresented and confidential employees about salary schedules, pay levels, interpreting pay vouchers, transcripts, credits and clock hours, and verification of experience from previous employment, working with each person at the highest level of confidentiality.
  • Understands complex financial accounting system including researching pay history (pay and earnings) to determine employee pay calculations and retroactive pay. Communicates pay changes and corrections to employees and payroll staff.

Other Job Functions

  • Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
  • Ensures that fingerprints are on file for all employees; collects money and process payroll deduction forms, collate cards and send to OSPI. Follow up using OSPI database and enters information in BusinessPlus. Advise assistant superintendent of prints that do not clear.
  • Inputs data and scan documents (e.g., applicant information, job descriptions, announcements, etc.) into BusinessPlus, online applicant system, Excel and other programs for the purpose of maintaining accurate information in database or spread sheets and generating required reports including mass emails to applicants, applicant reports for administrators, creating search routines for administrators and creating interview lists.
  • Makes name and address changes in BusinessPlus.
  • Troubleshoots system problems and advises applicants on how to use the system.

Minimum Qualifications:

High school graduation or equivalent with prior experience working in a Human Resource Department required.AA degree preferred. Previous experience with BusinessPlus software, online applicant system, and MS Office systems preferred, with advanced Excel skills required.Must complete district clerical test. Additional testing will be required upon interview including: Data processing/Excel, math/time calculations, and responses to common workplace scenarios.

Required Knowledge, Skills, Abilities:

  • Ability to operate standard office equipment
  • Ability to understand and carry out detailed oral and written instructions from a variety of sources
  • Ability to work effectively under pressure
  • Ability to communicate effectively both orally and in written form
  • Ability to exercise sound judgment and make appropriate decisions
  • Ability to perform complex math calculations
  • Ability to work alone outside of normal office hours
  • Ability to analyze data, draw conclusions and make independent decisions
  • Ability to problem-solve and makes recommendations for improvements to systems and procedures
  • Ability to manage projects, set timelines for completion and follow through independently
  • Ability to handle multiple, technical tasks with minimal supervision
  • Ability to establish and maintain positive, effective working relationships with staff and general public
  • Ability to handle confidential matters and information in a professional and sensitive manner, while maintaining confidentiality
  • Ability to operate word processing software and a variety of other advanced computer applications such as Word, Access and Excel, including advanced spreadsheets
  • Ability to translate contract language of collective bargaining agreements for hiring and payroll purposes
  • Excellent keyboarding and data entry skills
  • Knowledge of District policies, state and federal education laws
  • Knowledge of correct grammar, spelling and English usage
  • Knowledge of District operations
  • Knowledge of online application system(s)
  • Knowledge of clock hours, credits and experience for certificated employees
  • Knowledge of OSPI certification requirements
  • Knowledge of NCLB highly qualified processes and requirements

Working Conditions:

Office job; working under limited supervision using standardized practices and/or methods; leading, guiding and/or coordinating others; requires visual and mental concentration on high volume of detail; requires prolonged exposure to visual display terminal; computer operation requires dexterity and precision; required to sit for long periods of time; experiences frequent interruptions and inflexible deadlines; regularly required to deal with distraught, frustrated and angry people, as well as be available at all times to District office managers and administrators.

Licenses/Special Requirements:

Criminal Justice fingerprint clearance.

Reporting Relationships:

Reports to the Director of Human Resources

March 2013