Payroll Manager

Full-Time and Permanent; 7.5 Hours / Day; 252 Days / Year; 12 Months / Year; Grade P

DEFINITION

This is administrative fiscal work at the full performance level that involves assisting with supervising and coordinating the payroll department. An employee in this class is responsible for assisting with administering and supervising payroll operations and staff to ensure the timely and accurate payment of both the compensations paid to and the obligations made by voluntary and involuntary deductions taken from the pay of employees of Norfolk Public Schools The work involves assisting with establishing and administering payroll procedures and guidelines; assisting with supervising a staff of payroll clerks and technicians in the daily processing of the payroll; assisting with researching and resolving payroll problems; communicating procedures, deadlines, and schedules to school personnel; and assisting with supervising the processing of individual payroll deductions for retirement and certain other benefit programs.

SUPERVISION

Work is performed under the general supervision of the Payroll Director, who gives direction to the incumbent for planning, organizing, and carrying out work that follows established policies, practices, and routines.

The incumbent assists with setting priorities and planning, assigning, directing, reviewing and evaluating the work of a group of payroll clerks and related technicians.

DISTINGUISHING CHARACTERISTICS

Positions assigned to the Manager classification manage a subfunction, operation, program or initiative and have responsibility for supervision of staff and / or a program requiring a single expertise. Employees supervised are most often clerical, para-professional or semi-skilled.

ESSENTIAL FUNCTIONS OF THE CLASS (Performs a variety of duties itemized below.)

Assists with administering and supervising the daily processing of payroll operations; reviews and adjusts the process control records before each pay cycle to reflect appropriate pay date, pay period, beginning check number, effective date of payroll, and payroll deductions; prepares required deposit checks each payday; approves requests for payment of all obligations incurred by the payroll; reviews with the staff all exceptions noted on each payroll run report to determine further action.

Assists with and in the absence of the Payroll Director maintains and reports the monthly Virginia Retirement System and Hybrid files.

Assists with and in the absence of the Payroll Director completes required state and federal tax filings.

Assists with, and in the absence of the Payroll Director processes the payment for the health insurance premiums collected, monthly.

Assists with managing the school division's tax shelter annuity program. Functions as the district's backup Plan Administrator.

Supervises a staff of payroll clerks and technicians; assigns and reviews work; interviews candidates for positions and recommends hire; recommends transfer and promotion actions.

Assists with ensuring that appropriate payroll deductions are made for employees enrolled in supplemental retirement (TSAs) and other benefits programs; receives new enrollment information and enters appropriate deductions into employees payroll record; adjusts records to reflect changes in enrollment.

Assists with supervising the maintenance of direct deposit data; communicates with employees and banks regarding requests, cancellations and problems; helps ensure that direct deposit files are delivered to the bank on time.

Assists with supervising the processing of all subpoenas and summons served by the courts that are pertinent to payroll information; ensures that the courts are answered in a timely and accurate manner.

Assists with computing the reimbursement of all monies owed Norfolk Public Schools by organizations that employ school employees.

Assists with the processing of Workers' Compensation payments, sick leave bank payments, and adjustments to leaves balances; ensures that all laws, policies, guidelines and procedures are followed.

Helps plan and coordinate payroll activities with other departments, i.e., human resources, accounting, risk management, and budget in areas that concern pay, leave, and benefits.

Assists with coordinating and completing the yearly unclaimed property program for the district (yearly) as it relates to payroll.

Performs other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Thorough knowledge of applicable federal, State, and local laws, regulations, payroll procedures, methods, and practices.

Good knowledge of online payroll systems.

Ability to communicate effectively, both orally and in writing.

Ability to solve difficult problems and to resolve concerns in hostile and confrontational situations with tact, diplomacy and in a courteous and effective manner.

Ability to plan, organize, assign, supervise, and evaluate the work of a clerical payroll accounting staff.

Ability to establish operational guidelines and procedures.

Ability to collect and organize payroll data, and prepare accurate reports.

MINIMUM EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS

Possession of a bachelor's degree in business administration or a related field and considerable experience in payroll administration in an on-line automated environment. Must possess the ability to organize and supervise the operations of a payroll department. Must possess a comprehensive knowledge of, and the ability to practically apply, general payroll principles and practices. Must possess a thorough knowledge of governmental regulations affecting payroll operations.

LICENSE / CERTIFICATION

Certified Public Accounting (CPA) preferred.

PHYSICAL ATTRIBUTES

Work involves long periods of sitting at a desk and looking at a terminal screen, and lifting heavy ledgers, boxes and registers.

HAZARDS

Work involves exposure to normal, everyday risks in an office environment

UNUSUAL DEMANDS

Work is performed in an office and is subject to continuing stress and constant deadlines and frequent interruptions. There are also hostile confrontations with employees who believe they have not been properly paid or whose check may have been lost or delayed.