PORTOLA VALLEY SCHOOL DISTRICT
4575 Alpine Road, Portola Valley, CA 94028   (650) 851-1777

Notice of Classified Employment Opportunity: Starting 2024-2025 School Year

POSITION: Payroll/Health & Welfare Benefit Specialist: 12 month position

LOCATION: District Office

SCHEDULE: 8 hours daily (8:00 AM – 4:30 PM), 5 days per week (1.0 FTE assignment)

SALARY:  $43.02 to $52.29

POSTING DATE:     February 6, 2025

CLOSING DATE:     Open Until Filled

START DATE:          Immediately

Payroll/Benefits Specialist/Accounting Clerk 

12 month Classified Position 

General Summary: 

Under the direction of the Chief Business Official, perform complex financial record keeping  activities related to the District’s payroll and benefit systems, including maintenance of detailed  records for a variety of employee groups. 

ESSENTIAL DUTIES: 

• Electronically process payroll, payroll deductions, and perform regular updates to payroll  system to include new hires, transfers, promotions, and annual and/or mid-year  adjustments. 

• Transition to new County Office software (as applicable). 

• Assume full responsibility for all payroll processes. 

• Assume responsibility for position control, and beginning of year pay cycles set up. • Prepare supplemental payrolls and adjustments, and any other irregular or non-recurring  payments. 

• Calculate and process approved retroactive pay raises. 

• Process all classified and certificated employee timesheets, and tabulate hours worked to  ensure compliance with payroll rules and contract language. 

• Receive and process information related to employee attendance, and accrued leave and  vacation time for both the District and staff. 

• Monitor temporary and intermittent employee eligibility for paid sick leave. • Monitor employee use of leave time to ensure accrued leave is not exceeded by individual  employees without processing pay dock within the same pay period. 

• Communicate clearly with all District personnel and the public in person, by phone, and by  email on all related payroll and benefit issues, and provide exceptional customer service. • Post and make mathematical computations rapidly and accurately, and prepare  spreadsheets using appropriate computer programs. 

• Receive and distribute payroll warrants, W-2 forms, retirement statements, and other  related forms and materials associated with the position. 

• Help manage the District’s health & welfare benefit administration. 

• Assist CBO in audit, accounting, and budget preparation and reporting 

• Help coordinate benefits for retirees and exiting staff, including COBRA, billing for  employee share of costs, documenting actual expenses for retirees over Medicare age or  accessing insurance through the “exchange”. 

• Coordinate enrollments and election deductions for employees. 

• Work with employee benefit specialist to provide 403(B)/457 compliance (employee and  employer). 

• Plan, organize, and prioritize workload to meet all deadliness 

• Carry out complex assignments without immediate supervision, and understand and follow  written and oral instructions. 

• Ability to work cooperatively, confidentially, and with discretion. 

• Willingness to perform other duties directly related to business office tasks, as assigned. 

ACCOUNTS RECEIVABLE: 

• Invoice retirees for health, dental, vision 

• Process payments from retirees when made

• Monthly reconciliations 

ACCOUNTS PAYABLE: 

• All monthly Accounts Payable related to payroll 

• Tax payments 

• Retirement payments 

• 403(B) and 457 plan contributions 

• Section 125 plan payments 

• Health Savings Account (HSA) payments 

• Voluntary life, disability, cancer insurances 

• All health and welfare contributions 

• Additional AP functions and responsibilities as necessary 

DUTIES ASSOCIATED WITH THE AFFORDABLE CARE ACT (ACA): 

• Twice per year calculation of employee deduction of premiums, process in payroll system, and  communicate to staff. 

• Tracking of health insurance eligibility for temporary and intermittent employees. • Generate and distribute IRS Forms 1094 and 1095. 

• Monitor intermittent employees for total days worked equal to or greater than 30 in any given  year. 

• Track total sick leave accrual for intermittent employees and pay out in accordance with  district policy. 

• Monitor, reconcile and report leave time accruals on all monthly payrolls for active employees. KNOWLEDGE OF: 

• Current office methods, practices, and procedures, computer programs, business English,  spelling, and mathematics. 

• Methods, rules & regulations, practices, and procedures of payroll and benefit record keeping. • CALPERS and CALSTRS retirement program administration. 

• Standard office equipment found in a typical, modern office environment.  • San Mateo County Office and applicable State agency resources, procedures,  processes, and deadlines.