23 - Executive Assistant - Payroll

Position Type:
Executive Assistant/Executive/Accounting Assistant
Date Posted:
2/14/2024
Location:
Payroll
Closing Date:
02/20/2024It is essential that all employees of Pueblo School District 60 understand our mission is to provide a high-quality education that assures each student the knowledge, skills, and dispositions to lead a life of purpose and impact. Employees support the community and thrive in connecting with our students by embracing the core values of the district, which state:

• We believe that the success of every student is our most important commitment.
• We believe that collaboration and engagement with our community, parents, staff, and students are essential to our success.
• We believe that we must act with integrity, celebrate diversity, and promote equity.
• We believe that each individual must be treated with dignity and respect.
• We believe that the social and emotional well-being of our students is as important as their academic needs.
• We believe that it is our responsibility to provide a safe, positive, and supportive environment for our students and staff
• We believe that our community heritage, traditions, and history should inform our response to future student and district needs.

As we embrace these values and consider their impact, we will achieve our vision of being a high performing school district that inspires community confidence. Each employee plays a part, and that contribution should bring us closer to helping each student achieve their dreams.
Job Title: Executive Assistant - Payroll
Work Year: 213 days
Department: Business Services
Reports To: Payroll Supervisor
Salary Range: Executive Assistant Salary Schedule
Benefits: Fringe Benefits based on Executive Assistant Meet and Confer
Status: FLSA Status: Non-Exempt
SUMMARY OF FUNCTIONS:
The Executive Assistant - Payroll performs payroll functions to ensure accurate, complete, and timely processing and distribution of payroll and related reports. Maintains data for employees and reconciles monthly statements. He/she performs work of a complex nature in accordance with established procedures and guidelines as well as local, state, and federal law.
QUALIFICATIONS:
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, skill, and/or ability required. The physical demands, work environment factors, and mental functions 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 the essential functions.
REQUIRED:

• High School Diploma or equivalent
• Any combination of education, training, and/or experience equivalent to: AA Degree in Business Administration or related field, and five (5) years of secretarial/clerical experience
• Employee must complete a fingerprint-based criminal background check and must be cleared by the Office of Human Resources
• Must be able to communicate effectively in English, both orally and in writing, using proper grammar and vocabulary

PREFERRED:

• Experience/knowledge in payroll/accounting field.
• Experience/knowledge in Alio Business Management Software.
• Experience/knowledge with Kronos timekeeping system
• Due to the complexity of duties and training required for the position, a long term commitment is preferred.
• Spanish speaking skills

SKILLS AND KNOWLEDGE:

• Knowledge of modern office practices and operation of standard office appliances, including desktop computers, typewriters, and copy machines
• Ability to be detail oriented with excellent proofing skills (ex. Proper grammar, style, syntax, spelling, and punctuation)
• Knowledge of mathematical and formula functions of spreadsheets (Excel)
• Ability to perform general office clerical work quickly and efficiently
• Ability to perform a variety of highly complex, technical duties involving specialized knowledge and independent judgment
• Ability to prioritize, plan, organize, and execute work independently
• Ability to use standard database, spreadsheet and word processing software effectively.
• Familiarity with mainframe terminal, electronic mail, requisitioning, purchase orders, service requests, and other computerized processes
• Ability to compose clear, concise letters and memos and format reports
• Ability to utilize professional telephone and electronic communication techniques and etiquette
• Ability to maintain highly complex and complicated records, prepare standard reports, and ensure their confidentiality.
• Excellent work attitude, with willingness to take responsibility for project completion and implementing initiative in reaching organizational goals
• Ability to utilize interpersonal skills using tact, patience, and courtesy to maintain a professional and friendly environment.
• Ability to work cooperatively with others
• Ability to establish and maintain a professional/effective working relationship with all staff, students, parents, city/county officials, and community members
• Ability to work under pressure with a multitude of on-going tasks and last-minute deadlines and changes despite frequent interruptions with minimal errors
• Ability to make independent decisions in accordance with established policies and procedures; Ability to answer routine questions
• Ability to follow verbal and written instructions in English

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES: The following statements of duties and responsibilities are intended to describe the general nature and level or work being performed by individuals assigned to this position. These statements are not intended to be an exhaustive list of all duties and responsibilities required of all personnel within this position. This organization believes that every individual makes a significant contribution to our success. That contribution should not be limited to assigned responsibilities. Therefore, this position description is designed to define primary duties, qualifications and job scope but should not limit the incumbent nor the organization to the work identified. It is our expectation that every employee will offer his/her services wherever and whenever necessary to ensure the success of the District's/department's goals. Actual duties, responsibilities, frequency, and percentages may vary depending upon building assignments and other factors.

• Enter, audit, and reconcile employee status change forms, including review for appropriate authorizations and approvals and various payroll documents for all business entities in order to prepare pay period begin process
• Assist in gathering payroll data for inclusion in financial statements, researching and preparing special reports for management, calculating military and jury duty pay, and processing garnishments and levies
• Analyze, prepare and input payroll data, e.g.., direct deposits, garnishments, tax levies, wage assignments, deductions and benefits, child support orders for multiple states
• Process garnishments; handle all documentation associated with garnishments including (a) answering the court in regards to requests for garnishments, and (b) verification of address and work location; calculate garnishments amounts on a monthly basis and prepare for processing with monthly payroll; prepare court related payments and mail all documentation to court and garnishee; resolve any and all issues regarding garnishments handled through payroll
• PERA: ability to verify amounts withheld for payment to PERA; reconcile amount to monthly payroll; process payments to PERA; process requests for refunds and employment verifications from PERA
• Life Insurance: verify life insurance amounts to be paid; update life insurance amounts when salaries are changed; process payment for life insurance; maintain schedule of amounts over $50,000 to be included as compensation to the employee
• Health/Dental/Vision and Cobra: verify amount to be paid; reconcile amount to monthly payroll; process request for payment; receipt payments for health/dental & vision benefits when employees are on leave
• Vacation and Leave Accrual: responsible for posting vacations and excused leave; conduct periodic audits of vacation balances (i.e., when requested by employee or when employee is considering retirement or sick leave);
• Monitor overtime and report to administration as needed
• Monitor absences and determine compliance with policy and contractual agreements making adjustments to pay and/or accumulated time as appropriate
• Assist employees with computation of tax impact of decisions related to Section 125 elections and other tax benefit options
• Research payroll tax and benefit issues that may arise in normal course of business or as a result of questions from employees or administrators
• Process various payroll input approved spreadsheets for all locations pertaining to auto allowances, excused leave reimbursements, and other special payroll applications
• Process employee pay while reconciling all data output payroll registers
• Maintain knowledge of the language and processes required by different bargaining units
• Reconcile hours received from the Kronos timekeeping system and import time and attendance data from time system into the payroll system
• Develop in-depth understanding of HR/Payroll database in order to create Ad-hoc reports on demand
• Assist grants managers by answering questions relating to differences between budget and actual and differences between periods
• Act as backup and/or assist payroll supervisor with payroll related questions or needs regarding compliance or regulations research utilizing payroll resources available
• Resolve issues regarding payroll within established payroll policies and procedures
• Assist in providing documentation and reports to internal and company selected external auditor as assigned
• Under the direction of the payroll supervisor, participate in payroll year-end and begin new year payroll preparations
• Process year-end adjustment/payroll runs as assigned
• Serve as backup to all locations' timekeeping personnel in processing employee time & attendance data from the time system to payroll and reconciliation of hour exceptions utilizing tools and audit reports available or developed in the time and payroll systems
• Perform month-end vendor reconciliations
• Cross-train other team members in specific areas of identified expertise such as training relative to efficient use of spreadsheet applications and linking techniques or reports within Alio Intelligence. Train staff and management on the Kronos timekeeping system
• Perform special projects or duties as assigned
• Create special reports for accounting and human resources departments with designated payroll system
• Prepare and calculate accruals, and resolve complex employee requests
• Perform internal control responsibilities

NON-ESSENTIAL DUTIES:

• Perform any and all other duties as assigned by the Payroll Supervisor

The physical demands, work environment factors, and mental functions 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 the essential functions.
PHYSICAL DEMANDS:
While performing the duties of this job, the employee is required to stand; walk; sit; use hands and fingers to handle or feel. The work requires the use of telephone and using fingers to operate computer keyboards. The employee is continually hearing and speaking to exchange information. The employee is required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
In an 8-hour workday, this job requires:
R - Rarely (Less than .5 hr per day) O - Occasionally (.5 - 2.5 hrs per day)
F - Frequently (2.5 - 5.5 hrs per day) C - Continually (5.5-8 hrsper day)
NA - Not Applicable
Physical Requirements
Sitting
Continually
Stationary Standing
Occasionally
Walking (level surface)
Occasionally
Walking (uneven surface)
Rarely
Crawling
Not Applicable
Crouching (bend at knees)
Occasionally
Stooping (bend at waist)
Occasionally
Twisting (knees/waist/neck)
Occasionally
Turn/Pivot
Occasionally
Climbing (stairs)
Rarely
Climbing (ladder)
Rarely
Reaching overhead
Frequently
Reaching extension
Frequently
Repetitive use arms
Frequently
Repetitive use wrists
Frequently
Repetitive use hands grasping
Frequently
Repetitive use hands squeezing
Occasionally
Fine manipulation
Continually
Using foot control
Not Applicable
*Pushing/Pulling
Maximum weight: 50 lbs.
Occasionally
Lifting
Maximum weight: 50 lbs.
Occasionally
Carrying
Maximum weight: 50 lbs.
Occasionally
WORKING CONDITIONS:
The noise level in the work environment is usually moderate. The work is performed in a typical office environment.
Instructions for Applying:
All applicants interested in and qualified for the posted position must submit an online application. Applications that are incomplete and/or not submitted will not be forwarded to the hiring administrator for review. The following will need to be uploaded with the application: current cover letter for the posted position; current resume; copy of transcripts conferring required degree; three current letters of reference (one of which must be from your current supervisor) and any other materials requested on the application.
Please note: If hired, a new hire packet will be emailed and must be completed prior to pr...