Description
Payroll Coordinator
260 Days per Year / 8 hrs per day
Exempt Position
Title: PAYROLL COORDINATOR
Reports to: Treasurer/CFO and/or assigned supervisor
Job Objective: Processes payroll and benefits transactions.
Minimum Qualifications:
• High school diploma or GED. Data processing skills verified by training or work experience.
• Comprehensive knowledge of governmental accounting standards, state accounting software, and third-party financial service providers. Meets prerequisite qualifications to be bonded.
• Embraces high-performance standards (e.g., engagement, proficiency, resilience, etc.).
• Maintains a record free of criminal violations that prohibit public school employment.
Preferred Attributes: Approachable, conscientious, and self-assured.
Physical Demand Level1: Sedentary strength (seldom lifting/carrying more than 11 lbs.). Duties require communicating verbally, far/near visual acuity, fine/gross manipulation, reaching at or below shoulder height, standing, and using a traditional keyboard.
1 Abridged listing of U.S. Department of Labor physical demand characteristics.
Note: Legally acceptable alternative qualifications, additional assignment-specific skills, and other physical demands deemed appropriate by the board may be delineated at the time of appointment.
Essential Functions: 1. Performs payroll/benefits, data entry, and accounting functions.
• Identifies work priorities to focus on tasks that require immediate attention.
• Assists office visitors. Answers routine questions or directs inquiries to appropriate staff.
• Answers/directs telephone calls. Prepares detailed messages when employees are not available.
• Sorts and distributes mail. Prepares photocopies. Collates printed materials.
• Assists with the documentation of staff data for EMIS reports.
• Distributes employee benefits notices and contracts. Processes enrollment forms.
• Collects/maintains employee authorization forms for discretionary salary deductions.
• Processes payroll and benefit payments in compliance with local, state, and federal requirements. Verifies employees are placed on the correct salary schedule level.
• Confirms timesheets. Calculates gross wages. Processes payrolls. Reconciles payroll records.
• Processes associated payroll liabilities (e.g., insurance premiums, retirement deposits, taxes, etc.).
• Distributes paychecks/deposit confirmations forms.
• Completes payroll reports and tax payments by required deadlines.
• Maintains monthly, quarterly, and annual payroll reports. Prepares W-2 forms.
• Works with human resource staff to ensure the continuity of employment records (e.g., hiring, leave, termination, wages, workers compensation, etc.).
• Maintains employee health insurance and COBRA files. Processes enrollment forms.
• Monitors the electronic database for absences.
• Maintains medical, disability, personal/family leave, and vacation records.
• Processes unemployment and worker compensation reports.
• Maintains retirement records. Processes termination and retirement forms.
• Provides backup support for other department staff. Assists with special projects as directed.
• Maintains effective document and records management systems. Prepares timely files. Monitors reporting deadlines. Complies with district records retention and disposal policies.
2. Diligently attends to job details. Pursues quality results. Performs all aspects of the job.
• Develops mutually respectful relationships with co-workers. Functions as part of a cohesive team.
• Maintains a professional appearance. Wears work attire appropriate for the position.
• Respects privacy. Ensures the veracity and security of confidential information.
• Sustains an acceptable attendance record. Consistently complies with established work schedules.
3. Maintains open/effective communications. Serves as a reliable information resource.
• Fosters goodwill and encourages relationships that enhance public support for the district.
• Refers administrative procedure and district policy questions to an appropriate administrator.
• Supports equality, diversity, and inclusion. Uses tact and diplomacy to resolve differences fairly.
4. Pursues opportunities to enhance job knowledge and skill proficiency.
• Keeps current with standards and practices associated with work duties.
• Updates personal skills as needed to use task-appropriate technology effectively.
5. Keeps current with emergency preparedness and response procedures.
• Complies with health and safety protocols to mitigate workplace risks.
• Protects district property. Takes precautions to prevent the loss of equipment and supplies.
• Takes action to address harassment or aggressive behavior. Complies with all legal statutes when dealing with discrimination, inappropriate behavior, or suspected child abuse/neglect.
6. Performs other specific job-related duties as directed.
• Helps implement district strategies to advance organizational goals.
Performance Evaluation: Employee performance is evaluated according to applicable law, board policies, contractual agreements, and district administrative procedures.
Working Conditions: The district offers equal employment opportunity without regard to age, color, disability, genetic information, military status, national origin, race, religion, sex (including gender identity, pregnancy, and sexual orientation), or any other legally protected category.
The district maintains a drug and alcohol-free work environment to prevent the adverse impact of substance abuse on employee performance and, to protect the rights of co-workers and the public.
Safety is essential to job performance. All employees are required to comply with workplace health/safety regulations and district policies when duties entail any of the following situations:
Encounters with aggressive, angry, rude, or unpleasant individuals.
Exposure to air-borne particulates, chemicals, combustible materials, electrical hazards, loud noises, moving mechanical parts, odors, slippery/uneven surfaces, etc.
Exposure to blood-borne pathogens or contagious diseases.
Exposure to severe weather conditions or temperature extremes.
Movements that require balancing, bending, climbing, crouching, kneeling, or reaching.
Operating or riding in a vehicle. Working in or near vehicular traffic.
Performing tasks that require complex sequencing, dexterity, strength, stamina, etc.
Traveling to meetings and work assignments.
Working at heights, in confined spaces, or under diminished/variable lighting.
This job description document does not establish a contract or alter board-authorized employment agreements. Employee benefits, classifications, contract durations, skill sets, wage rates, and work schedules may vary by assignment. This summary document describes typical job functions and does not represent an exhaustive list of all possible work responsibilities.
Employee duties may change in response to collective bargaining agreements, funding variables, modified operating procedures, program/service adjustments, regulatory compliance, technological innovations, and unforeseen events.
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