Address
Form of workTitle: Payroll Project Coordinator
Department: Business Services
Group: Professional
Reports to: Senior Accountant, Business Services
Salary Range: $59,734 - $83,628
Prepared Date: January 2024
FTE: 1.0 (40 hours per week)
SUMMARY OF RESPONSIBILITIES
Under the direction of the Director of Business Services, the Payroll Project Coordinator coordinates the addition of the new payroll Time-Clock system. The Payroll Project Coordinator ensures compliance with corresponding federal and state regulations while preparing all school district tax returns, and other related reports. The Payroll Project Coordinator is also responsible for processing and distributing the payroll in a timely and efficient manner and for overseeing the activities of payroll/benefits personnel.
DUTIES AND RESPONSIBILITIES
QUALIFICATIONS, SKILLS & ABILITIES
KNOWLEDGE
PHYSICAL DEMANDS
WORK ENVIRONMENT
EDUCATION and/or EXPERIENCE
Department: Business Services
Group: Professional
Reports to: Senior Accountant, Business Services
Salary Range: $59,734 - $83,628
Prepared Date: January 2024
FTE: 1.0 (40 hours per week)
SUMMARY OF RESPONSIBILITIES
Under the direction of the Director of Business Services, the Payroll Project Coordinator coordinates the addition of the new payroll Time-Clock system. The Payroll Project Coordinator ensures compliance with corresponding federal and state regulations while preparing all school district tax returns, and other related reports. The Payroll Project Coordinator is also responsible for processing and distributing the payroll in a timely and efficient manner and for overseeing the activities of payroll/benefits personnel.
DUTIES AND RESPONSIBILITIES
- Assist in implementation of payroll related applications for payroll reporting including time accounting, leave accounting, state, federal and retirement reporting.
- Designs and implements the payroll system as it affects new procedures and operations in payroll and benefits.
- Set up employees' schedules in the time-clock system.
- Provides work direction to the Accounting Technician in reconciling bills and insurance information for all employees.
- Prepares the audit of all payroll and benefit related reports for external authorities and internal requests for historical data.
- Prints all checks and transfers all monies and direct deposits to banking institutions daily.
- Processes stop payment and reissues when required.
- Handles all payroll matters per state regulations.
- Serves as a liaison between the State TRA, PERA monitoring electronic interfaces to ensure accurate employee benefits information and employee status per state guidelines.
- Complies with employment law, section125, 403b and 457 plans, HCSP, VEBA etc.
- Maintains software updates for changes in payroll taxes and state retirement programs.
- Reconciles payroll information quarterly and annually for purposes of tax reporting.
- Prepares reports for union contract negotiations and other tasks as needed.
- Calculates necessary tax withholdings, levies, garnishments, retirement and other deductions.
- Keeps abreast of employment law, COBRA regulations, FMLA, and HIPAA Privacy.
- Attends training sessions, workshops, and seminars to keep current in developments and trends impacting payroll and benefits.
- Other duties as assigned.
QUALIFICATIONS, SKILLS & ABILITIES
- Excellent Communications Skills.
- Problem-solving and leadership skills.
- Experience in strategic planning, risk management and/or change management.
- Conflict Resolution experience.
- Organizing and implementing changing data systems.
- Supervision practices and fundamentals.
- Skilled in providing assistance to employees and managers concerning payroll, benefits and retirement questions, issues, and concerns.
- Skilled in identifying operational issues, solutions, procedures, or enhancements to improve the processing or accuracy of payroll generation or in meeting changes in legislative requirements or rules.
KNOWLEDGE
- Methods and procedures to manage and operate a large in-house computerized payroll and personnel system.
- Applicable laws, policies, rules, and regulations governing the preparation and processing of payroll.
- District contracts in order to structure and format payroll data for computerized applications.
- District practices in data delivery systems.
- Employee benefits programs including health, dental, VEBA, HCSP, and all other benefits.
- District administrative policies and procedures.
- Knowledge of accounting software and payroll packages used in the generation, processing and documentation of payroll and benefits.
- Interpreting and explaining written language in collective bargaining contracts.
- Organizing, storing, and retrieving data from multiple files and sources.
- Applying and using computer applications in the generation and processing of payroll and benefit related reports.
- Leading, monitoring, training, and supervising accounting support personnel.
- Planning, implementing, and determining the routines and procedures necessary to administer payroll and benefits processing functions and activities.
- Interpreting benefit and payroll provisions of labor agreements.
- Applying, monitoring, and administering Cobra and FMLA provisions and activities as it applies to payroll and benefit functions of the job.
- Establishing and maintaining effective working relationships employees, supervisors, department heads, officials, and the public.
- Performing payroll requirements and responsibilities in accordance with established time frames, reporting deadlines and requirements.
- Maintaining employee master files, records, withholdings, contributions, etc. to prepare and process payroll timely and accurately.
- Preparing required state, federal, and county payroll reports.
PHYSICAL DEMANDS
- The physical demands described here 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. While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel; talk; and hear. The employee is occasionally required to stand; walk; reach with hands and arms; and lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
- The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.
EDUCATION and/or EXPERIENCE
- Bachelor's Degree in Business Administration, Accounting, Financial Management, or closely related field. Relevant experience may be substituted for each year of required education at the discretion of the Human Resource Director.
- Minimum of three (3) years directly related experience performing professional accounting functions or training as determined by Human Resources.
