Payroll Specialist

Department:Business and Finance 

FLSA Status (Exempt/Non-exempt): Non-exempt Grade 5

Reports to: Payroll Manager

In compliance with state and federal laws, newton public schools is committed to equity, anti-racism and a nondiscrimination policy for students, employees and prospective applicants. All educational and employment determinations are based on an individual’s qualifications and achievements without regard to race, color, religion, sex, sexual orientation, age, pregnancy, gender identity, genetic information, national origin, ancestry, homelessness, physical or mental disability, veteran status, or any other basis prohibited by state and/or federal statute.

SUMMARY:  The purpose of this position is to perform a wide range of complex payroll-related duties under the general direction of the Payroll Manager. The Payroll Specialist prepares and verifies all school payroll documents, coordinates all payroll functions, including timesheet verification, and develops electronic spreadsheet procedures to continually enhance the accuracy and efficiency of school payroll operations. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.

Qualifications:

 Recommended Minimum Qualifications:

Education, Training and Experience: High school education and two to four years of office administration experience in the public sector including experience with payroll and financial accounting software or any equivalent combination of education, training, and experience.

Special Requirements: Possession of a valid Massachusetts Motor Vehicle License.

Knowledge, Ability and Skill: Knowledge: Thorough knowledge of office procedures, practices, and terminology. Knowledge of policies and procedures of the school department and the city departments. Working knowledge of state and local retirement boards and regulations. Working knowledge of municipal accounting systems. Knowledge of the operation of computer software applications.

Ability: Ability to deal effectively and tactfully with school department personnel. Ability to recognize and resolve problems with minimal administrative intervention. Ability to interpret and implement instructions provided in oral and written form. Ability to manage and meet demanding, fixed deadlines. Ability to manage complex payroll office operations. Ability to create a service-oriented operation. Analytical ability. Accuracy and attention to detail. Must be able to operate a personal computer and display intermediate to advanced skill when using software programs for word processing, database, spreadsheet and other software as required by the position. Ability to work collaboratively with colleagues on workflows and complex issues.

Skill: Expertise and skill in utilizing personal computers, word processing, database, and spreadsheet applications. Intermediate or greater experience with MUNIS ERP for payroll processing. Excellent customer service and interpersonal skills. Excellent written and oral communication skills. Strong organizational skills. Skill in all the above listed tools and equipment. 

Essential Job Duties and Responsibilities (Not Limited To):

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

• Prepares the weekly and semi-monthly school payrolls using electronic data and spreadsheets.

• Schedules the review, approval, and signature of payroll earnings proofs with a School Committee designee and the Assistant Superintendent of Business, Finance and Planning.

• Develops a regular schedule for payroll preparation, review, and verification.

• Executes late timesheet requests by using weekly payroll to eliminate manual checks.

• Communicates with school personnel regarding payroll schedules and procedures.

• Monitors the semi-monthly and weekly error reports and makes corrections before sending the earnings report to the City’s payroll office.

• Processes multiple forms as required by the various City and State boards.

• Coordinates void/reissue check requests with the City’s Treasury Department.

• Creates and submits transfer bills to other City Departments as needed to accurately charge payroll expenses.

• Works collaboratively with the City to ensure correct payments and deductions for employees on Workers’ Compensation.

• Calculates prorated salaries, position changes, maternity and other leaves of absence, retirements and terminations, and contractual payments with absolute accuracy.

• Collaborates with Human Resource staff regarding employee status changes and payroll adjustments required.

• Executes employee deduction reloads on the semi-monthly and weekly payrolls.

• Executes employee deduction refunds as needed per Human Resources.

• Uploads attendance to payroll from Time Entry and sends any errors to Human Resources for correction.

• Monitors and executes new hires and terminations in the MUNIS workflow.

• Completes and submits Massachusetts Teachers’ Retirement System application forms.

• Sets up all NTA/NESA annual dues via collaborative work with a bargaining unit representative, including new members, rate changes, and member withdrawals.

• Processes all UNUM reimbursements for eligible employees.

• Processes annual employee stipends.

• Processes all summer payroll for summer camps and workshops.

• Processes all custodial overtime on the weekly payroll.

• Processes all tuition and employee reimbursements.

• Processes all coaching stipends for three seasons on the applicable semi-monthly payrolls. • Processes the METCO blended rate timesheets for applicable employees.

• Provides customer service by responding to multiple payroll related inquiries involving a variety of issues which require detailed research and analysis.

• May attend workshops, meetings, or training sessions.

• Performs other duties as assigned by the Assistant Superintendent of Business, Finance and Planning and the Payroll Manager.

Supervision:

Complexity: Performs varied and responsible functions requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative to interpret guidelines, policies, procedures, and practices.

Independent Action: Works under broad supervision, following department rules, regulations, and policies, requiring the ability to plan and perform operations, and to complete assigned tasks according to a prescribed time schedule. Refers questionable cases and decisions to supervisor.

Supervisory Responsibility: None.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS:

Work Environment:

• Work is performed in an office environment. Majority of work is performed in a moderately noisy environment, with frequent interruptions.

• Operates computer, printer, telephone, copier, facsimile machine, and all other standard office equipment. Operates an automobile.

• Makes frequent contact with the public, School Department personnel, various city departments including Comptroller’s Office, Treasury, Retirement, Human Resources, and Information Technology. Has contact with Massachusetts Teachers’ Retirement Board, current and past employees and other Cities and Towns. Contacts require a high degree of confidentiality.

• Employee has access to department confidential personnel information related to payroll.

• Errors could result in delay or loss of service, monetary loss, and possible legal ramifications.

Physical Requirements:

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. 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, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move objects weighing up to ten pounds. Vision and hearing at or correctable to normal ranges. This position requires the ability to operate a keyboard and calculator at efficient speed.

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

Date Updated: November 22, 2024