Payroll Secretary

MANCHESTER PUBLIC SCHOOLS

JOB DESCRIPTION

Title: Payroll Secretary, Finance and Management

Position Summary:

Provides office, administrative, accounting and secretarial assistance of a confidential, complex and responsible nature for the Supervisor, Finance and Management; performs responsible accounting work in preparing and maintaining the payroll system; maintains related financial accounts and records for payroll operations and activities; interacts with teachers, administrators, non-certified school staff; central office staff, and members of the public; knowledge of Board of Education/District policies and procedures.

Supervision/Evaluation:

Receives general supervision and performance evaluation from Supervisor, Finance and Management

Essential Functions:

■ Receive verbal or written instructions from supervisor

■ Plan and prioritize work according to standard departmental procedures

■ Prepare employee payrolls in accordance with collective bargaining agreements for bargaining unit personnel and in accordance with Board of Education approved salary levels for non-bargaining unit personnel

■ Perform verification calculation of entry of payroll information, including mandatory and voluntary deductions into an automated payroll system

■ Prepare control figures for payroll deductions

■ Perform calculating, posting and verifying duties to obtain financial information for payroll deductions, including withholding taxes, Social Security, retirement and other payments

■ Verify computer printout of payroll information and take appropriate action to ensure the correct processing of checks

■ Ability to utilize and have good working knowledge of district applications such as KRONOS, MUNIS, Microsoft Word, Excel, Google, email, etc.

■ Utilize electronic time systems to perform responsibilities

■ Produce biweekly payroll checks and reports, quarterly and annual reports, and W-2 forms on automated payroll system

■ Prepare payroll deduction checks and reports for transmittal to appropriate personnel for check signatures

■ Process paychecks and deduction checks for distribution

■ Manage district time and attendance functions including entry and verification of data

■ Prepare information and/or reports for Finance and Management Supervisor as needed

■ Regularly update payroll to reflect individual or group changes

■ Coordinate direct deposit and deferred compensation requests

■ Administer the Flexible and Dependent Care Spending accounts

■ Respond to inquiries from employee groups, employees, State of Federal officials, insurance companies and others

■ Assist Human Resources Department as requested

■ Collaborate with other Central Office staff members, and staff across the district to perform responsibilities

■ Handle all correspondence with Town Accounting Department, Town Controller and banks regarding bank errors and stop payments

■ Work with Finance and Management Supervisor on monthly basis to project annual salary costs

■ Provide documentation verification for annual audits and participates in data collection and submission for required, annual CT State Department of Education reports

■ Assist in annual budget preparation as requested

■ Interact on a daily basis with district certified and non-certified staff, administrators, officials from other school districts, vendors and members of the public

■ Perform other duties and responsibilities as may be assigned by the Supervisor of Finance and Management

Supervisory Requirements: Not applicable

Qualifications:

■ High school diploma; Bachelor's degree preferred

■ Three years of progressively responsible payroll experience

■ Intermediate to advance expertise in applicable software, with a high level focus in Excel, MUNIS, KRONOS, Google and Payroll Systems

■ Prior school experience is desirable

■ Speak, write and comprehend verbal and written Standard English

■ Proficiency in a second language ( i.e. Spanish/French) is desirable

■ Connecticut Motor Vehicle Operator's license

Knowledge, Skills and Abilities:

■ Ability to interpret, apply and carry out instructions furnished in written, oral, diagrammatic or schedule form to solve practical problems and deal with a variety of variables

■ Knowledge of principles, practices and techniques utilized in payroll and accounting operations and activities, and financial record keeping and related bookkeeping procedures Knowledge, skill and ability in data entry, retrial and validation using data processing applications

■ Knowledge of and ability to acquire skill in using data processing applications/software applicable to payroll operations and record keeping

■ Ability to establish and maintain financial files and records of some complexity with accuracy

■ Ability to accurately analyze problems and situations, and adopt a course of action with minimal direction

■ Ability to perform mathematical computations and make routine mathematical calculations using calculator

■ Ability to meet deadlines

■ Ability to use standard office equipment, including computer, calculator and copier

■ Ability to work independently and handle confidential information

■ Mastery of proper grammar, syntax, punctuation and spelling

■ Ability to establish and maintain effective working relationships with Board of Education and Town staff, retirees, insurance representatives and the general public

■ Ability to distinguish between public and confidential information and handle appropriately

■ Self-motivated and able to work and solve problems independently

■ Calm demeanor in crisis situations

Physical and Mental Demands/Environment:

The physical demands and characteristics related to the position are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions within the work environment.

■ Ability to go from one location in the office/work site to other locations in the office/work site

■ Ability to sit or stand for long periods of time; ability to bend, reach an push/pull or lift objects less than thirty (30) pounds

■ Ability to perform manipulative skills such as writing, collating, using a keyboard and/or calculator with speed and accuracy for long periods of time

■ Must be able to hear clearly (correctable to within normal limits) to record telephone information and to see (vision correctable to 20/20 to complete applications, forms, type from another document, read/proofread narrative or financial reports

■ Ability to concentrate on detail and issues with interruption, pressure and changing priorities

■ Ability to use knowledge and reasoning to solve routine problems

■ Ability to learn and apply new information, technology and legislations applicable to departmental activities

■ Ability to handle stress in interactions with staff, students, parents or the public

■ Work in typical office setting subject to interruptions, heavy traffic flow and heavy work volume expectations

Job Types: Full-time, Contract

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement

Schedule:

• Monday to Friday

Work Location: In person