PAYROLL SPECIALIST

THE POSITION

Under supervision the Assistant Director of Fiscal Services, performs complex financial and attendance accounting clerical work involving the maintenance of financial or statistical records primarily for payroll functions; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

Positions in this class receive general supervision from the Assistant Director of Fiscal Services and are assigned responsibility for one or more complex record keeping and accounting activities which require the use of independent decision making.  Incumbents are expected to solve routine or repetitive problems without assistance, but unusual or unique problems are referred to a supervisor.  Individuals may train and direct work of other positions in the department.

EXAMPLES OF DUTIES

The duties listed are typical, but not exclusive:

• Maintains a complete set or sets of financial records for employee payrolls.
• Performs District-wide consolidation of attendance accounting reports; coordinates attendance detail with school sites; monitors completion and receipt of required attendance reports including follow-up.
• Checks and computes payroll time sheets, codes data according to prescribed procedures, and is responsible for payroll processing.
• Maintains and monitors employee attendance records, STRS/PERS retirement, fringe benefit program, tax deferred annuities, worker compensation records, etc.
• Process and distribute payroll warrants and W-2 forms.
• Receives and processes appropriate documents authorizing employment or termination, changes of statuses, tax and insurance deductions, leaves, overtime.
• Organizes, prepares, and maintains all payroll record information for classified and certificated personnel, prepares payroll input data for county processing, and receives county printouts.
• Verify employment both in writing and over the telephone
• Prepare and audit salary schedules; determine and verify correct salary placement of District employees; input salary placement information into computer records

• Change and process employee direct deposits, along with other banking documents and W-4 forms, maintaining necessary confidentiality.
• Compute and initiate adjustments for correction of salary payments and deductions.

• Gathers, assembles, tabulates, checks, and files financial and statistical data.
• Makes arithmetical calculations; makes and verifies extensions.
• Audits and adjusts source documents, budget appropriations and similar statistical data.
• Prepares premium statements for insurance carriers and processes warrants.
• Receives money and maintains record of receipts.
• Prepares and gathers information for court ordered subpoenas.
• Operates various office machines, including the typewriter, calculator, computer and computer terminal.
• Prepare quarterly and annual reports for submission to district, county and state.
• Prepares financial reports, summaries and projections as required.
• Conducts routine written and oral communications with sites, departments, and administrators.

QUALIFICATIONS GUIDE

Knowledge of:

• Correct English usage grammar, spelling, punctuation and math.
• Methods and practices of financial record keeping.
• Business office methods and procedures.
• Bookkeeping, purchasing and accounting terminology.
• Business math, ledger, statistical and record keeping procedures.
• Budget and principals of accounting.
• STRS/PERS/Alt FICA retirement procedures, processes, and legislation.

Ability to:

• Learn account codes and perform difficult payroll accounting.
• Prepare accurate financial summaries, projections and reports independently.
• Perform complex clerical work and make arithmetical calculations with speed and accuracy.
• Interpret and resolve problems occurring in the natural flow of work.
• Operate standard office equipment including the computer and computer terminal.
• Understand and carry out oral and written instructions, policies and procedures.
• Maintain cooperative relationships with those contacted in the course of work.
• Type from clear copy containing large percentage of numerical or tabular data.
• Receive and give information over the telephone or in person in a courteous manner.

TRAINING AND EXPERIENCE

Equivalent to completion of the twelfth grade; four (4) years of experience in financial record keeping work preferably with school district experience; or any combination of training and experience that could likely provide the desired knowledge and abilities.

PERSONAL QUALITIES

Maturity and good judgement; clerical aptitude; and pleasing office personality.

SKILLS

• ·         Typing 50 words per minute.
• ·         Proficiency in use of calculator, adding machine, computer and computer terminal.

WORK YEAR:         12 Months

SALARY:                  Range 37

Board Approved:        March 6, 1990

Reclassified:                July 1, 2015