JOB TITLE:  Payroll Specialist

CLASSIFICATION:  Non-represented                                                

LOCATION:     District Office

REPORTS TO:  Business Manager

FLSA STATUS:  Non-Exempt

BARGAINING UNIT:  Non-Represented/Confidential

 

This is a standard position description to be used for positions with similar duties, responsibilities, classification and compensation.  Employees assigned to the position description may or may not perform all of the essential functions indicated in this position description. 

 

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change. 

 

Part I:  Position Summary:  The responsibilities of this position are to manage and coordinate the day-to-day operations of employee payroll to include analytical and technical work in connection with the timely and accurate execution in completing the payroll cycle. This position is responsible for processing payroll for certificated and classified personnel for multiple groups of employees and unions.  Duties include familiarity with all aspects of payroll processing.  Requires close communication with the Human Resources and Business departments including the ability to assist employees with a high level of customer service. 

 

The incumbent must demonstrate dedication to the district’s commitment of ensuring high levels of learning as it pertains to the Financial Services Department. 

 

Part II:  Supervision and Controls over the Work.   Serves under the direction and guidance of the district’s Business Manager.  Is held responsible for results in terms of effectiveness in administering assigned areas of responsibility.  Work of the payroll officer is guided by, and must be in compliance with federal and state law, policy direction of the School Board, compliance with state and local regulatory agencies, collective bargaining agreements and with direction of the Business Manager.  

 

Under general supervision and operates on a daily basis with minimal instruction and considerable technical independence. 

 

 

Part III:  MAJOR DUTIES AND RESPONSIBILITIES: 

 

• Manages and coordinates monthly payroll processing for payroll accuracy and proper posting to the financial system.
• Schedules and initiates proper sequencing of payroll cycle.
• Communicates and works with district departments and employees to obtain and provide information, resolve discrepancies and correct any possible payroll issues and errors, follows up on unresolved items.
• Maintains current knowledge of and understanding of payroll functions such as FICA, federal withholding and district collective bargaining agreements and board policy.
• Coordinates with Human Resources on a variety of pay issues such as new hires, employee authorizations, terminations, and salary/assignment determination to ensure correct pay.
• Assumes supporting role in the proper and efficient operation of leave tracking.
• Answers employee inquiries, researches, resolves and/or refer questions.
• Maintains a high level of internal controls consistent with good accounting practices.
• Assists auditors and provides required/requested information in a timely manner.
• Administers retirement system reporting, and all required payroll tax quarterly reporting.
• Develops and processes timesheets in preparation for payroll.
• Generates, audits and analyzes a multitude of payroll reports and calculations to ensure payroll accuracy.
• Maintains and organize district office records and archive.
• Performs other tasks and assumes other responsibilities as assigned.

 

Part IV:  MINIMUM QUALIFICATIONS

 

• Minimum of three (3) years job related experience which demonstrates ability to work independently, with minimum supervision and function in a dynamic, fast paced, continually changing team environment with frequent interruptions.
• School District experience strongly preferred with additional emphasis on use of Skyward software.
• Experience with increasing levels of responsibility in specialized field of payroll management in a complex organization or other state governmental or municipal agency preferred.
• Experience which demonstrates excellent customer service abilities, interpersonal skills, team player attitude, and the ability to manage stressful situations.
• Experience which demonstrates strong organizational skills and the ability to meet deadlines
• Experience which demonstrates a high level of attention to, and management of, detailed information.
• Experience which demonstrates excellent problem solving, analytical, and conflict resolution skills and ability to think quickly.
• Experience which demonstrates excellent written communication skills and which demonstrates the ability to compose and proof correspondence.
• Willingness to learn new technology.
• Working knowledge and demonstrated experience with Microsoft Office programs, including Word and Excel. Advanced knowledge of Excel preferred.

 

Required knowledge, skills and abilities:

 

     General Skills and Abilities

• Knowledge of payroll terminology, rules, regulations and procedures.
• Knowledge of automated payroll systems.
• Knowledge of tax laws and reporting in relation to payroll.
• Demonstrated ability to understand, recognize, and protect highly confidential information.
• Skill and accuracy in arithmetic and mathematical calculations.
• Skill and accuracy in 10-key operation.
• Skill in detecting errors and verifying data.
• Ability to effectively communicate with and appreciate individuals from diverse, socio-economic backgrounds.
• Unparalleled ability to demonstrate dependability and commitment to deadlines.
• Accurately and clearly explain payroll and related procedures to others.
• Ability to maintain confidentiality.  
• Proficiency with salary schedules, collective bargaining agreements and fringe benefits.
• Attend professional meetings/workshops regarding payroll trainings
• Provide accurate numbers and scenarios during the negotiation and budget processes.

 

Interpersonal Skills

 

• Establish rapport and gain trust of others.
• Establish and maintain cooperative working relationship both intra and interdepartmentally.
• Maintain effective communications with departments, schools, staff, and public.
• Work as part of a team and collaborate with colleagues.
• Exhibit confidence in meeting the public.
• Be a positive role model.

 

Self-Management Skills

 

• Perform effectively in environments with timelines and competing demands.
• Prioritize assignments to complete work in a timely manner.
• Work independently and follow through on assignments with minimal direction.
• Maintain a history of positive evaluations and outstanding attendance.
• Adhere to Federal requirement of drug-free work place.

 

Part V:  Desired Qualifications

1. Minimum of three years full payroll experience
2. Experience with processing quarterly payroll reports to the IRS, Employment Security Department, Labor and Industries and the Department of Revenue.
3. Experience with W2/W3 processing.
4. Experience working in a K-12 educational setting
5. Experience in a unionized environment
6. Bilingual in Spanish is a plus, but not required

 

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

 

The physical demands and work environment 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 frequently required to sit, talk, lift, carry, move about, hear and speak. Employee may be required to perform extensive work at a computer display terminal.

 

The employee must occasionally lift and/or move 25 to 50 pounds.

 

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

 

 

TERMS OF POSITION:

• 260 days per year, 8 hours per day
• 15-20 vacation days (DOE)
• State benefit allocation
• Deadline to submit application: Open until filled
• Salary: $64,000-$67,500 DOE based on qualifications and experience

 

How to apply:  Interested applicants may apply online through our website at https://royal.tedk12.com. Questions should be directed to Marissa Reyes at 509-346-2222 or mreyes@royalsd.org.

 

To be considered for employment, please submit the following through the online process. 

• Cover Letter (letter of interest)
• Three letters of recommendation (At least one from a current supervisor)
• Current Resume

  

NONDISCRIMINATION

 

The Royal School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employee has been designated to handle questions and complaints of alleged discrimination: Title IX Coordinator, Cody Miller, Compliance Officer, 901 Ahlers Road, Royal City, WA 99357, (509) 346-2256, cmiller@royalsd.org.