Primary Purpose:

Responsible for supporting the Business Manager in overall management of the district’s human resource function. Work under moderate supervision to ensure accurate and timely preparation of payroll records according to prescribed procedures and regulations. Coordinate the employee benefits program for the district. Implement district leave program according to established policies, rules, and regulations. Process and provide timely notification and communication to employees and supervisors regarding leaves and absences. Process and provide timely notification and communication with employees, supervisors, insurance carrier regarding workers’ compensation claims.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of basic payroll accounting procedures

Ability to maintain accurate and auditable records

Ability to use software to create spreadsheets, databases, and do word processing

Proficiency in keyboarding and file maintenance

Ability to work with numbers in accurate and rapid manner to meet established deadlines

Effective organizational, communication, and interpersonal skills

Experience:

__2__ years payroll accounting experience

Major Responsibilities and Duties:

Payroll Accounting

• Prepare and post all payroll changes including payroll deductions, salary changes, termination, and new employee information.
• Prepare accurate district payroll for distribution to employees following established procedures.
• Receive and process employee time records including leave request and reports for all district employees. Calculate employee wages, salaries, hours worked, overtime pay, and determine withholdings, deductions, and net pay.
• Balance payroll earnings and deductions.
• Maintain district payroll registers, employee payroll information, and other original documentation in an orderly and accurate manner in accordance with state, federal, and district requirements.
• Process and resolve direct deposit and other banking interactions.
• Prepare and verify monthly premium statements for all group insurance policies. Balance and make payments.
• Compile, maintain, and file all reports, records, and other documents as required including maintaining payroll and related files such as payroll records, absent-from-duty reports, and service records.
• Prepare and submit payroll reports and forms including those required by Internal Revenue Service, Texas Workforce Commission, Texas Retirement System, Federal Insurance Contributors’ Act (FICA), Medicare, Texas New Hire Reporting, and Workers’ Compensation Commission.

Leave Administration

• Process all long-term absences according to established guidelines including determining eligibility for various leave programs (e.g., family medical leave and temporary disability leave) and providing employees with appropriate and timely notice.
• Counsel with employees and supervisors concerning leave benefits and provide employees with accurate information related to absences such as deductions from pay, medical certification requirements, return to work dates, and fitness-for-duty requirements.
• Process and coordinate all employee leaves and absences, including those relating to workers’ compensation claims.
• Work with campus and departmental staff to process daily absence reports.
• Maintain employee leave records, including confidential medical information in accordance with federal and state laws and regulations and district policies and procedures.
• Assist superintendent secretary with maintenance of district sick leave bank; process request for leave, oversee committee meetings.

Compensation and Benefits

• Administer employee benefit programs such as group health insurance, dental, life, and medical reimbursement.
• Handle employee benefit inquiries and complaints to ensure quick, equitable, and courteous resolution. Act as a liaison between employees and insurance carrier’s claims office and resolve administrative problems with insurance carrier representatives.
• Assist/conduct enrollment of new employees in benefit plans. Assist/conduct annual open enrollment process, including making group presentations and preparing, distributing, and receiving materials and forms. Process all employee benefit enrollment and change forms within required time limits to meet payroll deadlines.
• Oversee and manage of the district’s leave, health insurance, optional employee benefits, workers’ compensation, and unemployment compensation benefit programs including overseeing relationship with insurance vendors and third party administrators.
• Oversee and manage district’s compensation grogram including job descriptions, salary surveys, and position reclassifications

Worker’s Compensation Administration

• Receive and process accident reports and worker’s compensation claims. File all insurance forms and Texas Department of Insurance, Workers’ Compensation Division (DWC) reports including wage statements, first report of injury, supplement report, and job information in a timely manner.
• Establish and maintain contact with injured employees and provide assistance with claims and obtaining health care as appropriate.
• Communicate with workers’ compensation insurance carrier, doctors, nurses, campuses, and health care providers to enable appropriate processing of claims.
• Work closely with campus and department secretaries, supervisors, and administrators to facilitate reporting work-related illnesses and injuries.

File management

• Process hiring, leave, terminations, and other employment-related issues.
• Maintain files for all employees, including receiving and routing of changes (e.g., name, address changes).
• Process request for official district personnel records, including maintaining log of records requests, retrieving documents, copying and mailing records.
• Enter and update employee information in central database.
• Prepare and maintain employee service records.

Employee Relations

• Support administration of the employee grievance procedure adopted by the board.
• Interpret policies and procedures and ensure support of directors, officers, employees and other government agencies on employment, record keeping, retirement, grievance and other personnel matters and procedures.

Records, Reports, and Correspondence

• Prepare correspondence forms, manuals, schedules, and reports as required.
• Prepare new-hire packets
• Process new hire paperwork including criminal history information, references, and other application materials.
• Prepare and distribute employment contracts. Compile, maintain, and file all reports, records, and other documents as required including preparing various federal state and local reports.

Other

• Assist superintendent secretary in maintaining database in Frontline Absence Management System (formerly AESOP). Assist employees and substitutes with technical questions concerning software.
• Assist administrators with posting job vacancy announcements and advertisements.
• Ensure district compliance with local, state and federal employment laws. Stay abreast of state and federal public policy changes that could impact the district.
• Work cooperatively with principals, department heads, campus and department secretaries, and employees to ensure accuracy of information reported. Resolve payroll problems and inquiries.
• Respond to requests from financial institutions regarding verification of employment.
• Maintain confidentiality of information.
• Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions to meet established deadlines; maintain emotional control under stress