Payroll/ Accounting Specialist

JOB TITLE:                   Payroll/Accounting Specialist

SUPERVISOR:              Chief Financial Officer

CALENDAR:                 240 Days

SALARY:                       Classified, Grade 37

JOB SUMMARY:  Participates in administration, preparation, recording and disbursement of payroll, maintains payroll data for administration of employee benefits, and performs accounting functions for the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Payroll:

• Runs payroll, including but not limited to ensuring new hires are set up correctly, terminations are process timely, all deductions are set up correctly and payroll is process timely.
• Setups and answers questions on timekeeping software.
• Reconciles insurance invoices to deductions.
• Maintains deductions as required including but not limited to taxes, insurance, ERB, RHC and workers comp claims.
• Completes, pays, and files federal tax, state tax and other payroll related reports as required on a semi-monthly, monthly, quarterly and annual basis including but not limited to FTD, 941s, W-2s, ERB, RHC, insurance, garnishments, etc.
• Ensures that ERB return to work employees have the correct paperwork completed with ERB.
• Maintains employee files.
• Prepare answers, create deductions, and distribute garnishments and levies as required.
• Exit paperwork with employees resigning or retiring.
• Maintain accurate leave balances for employees.
• Meets with employees to assist them with questions regarding payroll, retirement, and leave time.

Accounting:

• Post deposits to the GL.
• Analyzes, controls, projects and summarizes financial data.
• Compute indirect costs for federal and state funds as needed.
• Prepare and enter journal entries as required.
• Assist in the annual audit including but not limited to preparing audit schedules, pulling samples and answering questions as they arise.
• Performs internal site audits to ensure compliance with internal controls pertaining to the cash handling procedures.
• Conduct training at sites pertaining to controls of the cash handling procedures.
• Reviews trip tickets for accuracy and prepares invoices for AP.
• Review fundraising deposits for compliance.
• Monitors record retention requirement for the department for compliance.
• Compiles Budget Adjustment Request (BARs) Information and submits for approval to BAR manager.
• Meet ALL DEADLINES for assigned tasks.
• All duties are performed with a high degree of accuracy.
• Performs related duties as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES THAT INCLUDE DEMING PUBLIC SCHOOLS POLICIES AND PROCEDURES:

• Prepares payrolls for all employees.
• Enters all payroll deductions.
• Deducts excess time usage from contract pay.
• Creates supplemental pay for district programs.
• Prepare and enter journal entries
• Assist in the annual audit.
• Assist to ensure compliance with the Cash Handling Procedure throughout the district.
• Willing to work as necessary to complete assigned tasks on time.
• Computes leave time for all employees.
• Maintains timecards, records absences, and computes compensatory time.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements, listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

KNOWLEDGE OF:

• Payroll preparation and administration.
• Operation of computers and payroll related software programs.
• Federal and State tax reporting requirements.
• District policies and procedures.
• Various federal and state laws regarding payroll and benefit plans.
• Payroll and benefits administration, principles and procedures.
• Basic principles and practices of accounting.
• Modern office equipment including PC and related software.

ABILITY TO:

• Communicate payroll and benefits to employees.
• Operate payroll and benefits related software programs.
• Prepare payrolls on time and accurately.
• File required tax and other filings on time and accurately.
• Maintain records and prepare reports.
• Make arithmetic calculations quickly and accurately.
• Establish and maintain effective working relationships with others.
• Meet schedules and timelines.
• Interpret and explain policies and procedures.
• Perform research, compile data and prepare reports.

EDUCATION AND EXPERIENCE:

• Equivalent to graduation from High School.
• A basic knowledge of accounting principles and practices.

LANGUAGE SKILLS:

• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages and create / interpret bar graphs.

REASONING ABILITY:

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS:

Valid Driver’s License.

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear.
• The employee is required to stand, walk, and reach with hands and arms.
• The employee must lift and/or move up to 50 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

WORK ENVIORMENT:

The work environment characteristics described here are representative of those an employee encounters while performing 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 regularly works in inside environmental conditions. The employee frequently works with a video display terminal for prolonged periods. The noise level in the work environment is usually moderate.

THE DEMING PUBLIC SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF RACE, NATIONAL ORIGIN, RELIGION, AGE, SEX, MARITAL STATUS, OR HANDICAP IN COMPLIANCE WITH FEDERAL AND STATE LAWS