Payroll Supervisor/Analyst

Vance County Schools

Payroll Supervisor/Analyst

Class: Technical-Supervisory

Dept.: Finance

Title: Payroll Supervisor/Analyst

Education: Associates Degree in Accounting, Finance, Business Administration or related field.

Preference given to a 4-yr Bachelor’s Degree in Accounting, Finance or related field.

Experience: Five years of accounting experience with at least one year of payroll related experience. Preference given to those who have Public School related payroll or accounting experience.

Knowledge of: State, Federal and local accounting principles and practices; payroll procedures; general office procedures; computer and related equipment; system maintenance and software installations.

Responsibility for: Employee records dealing with confidential matters which could be detrimental if disclosed; accuracy in data entry.

Reports To: Chief Finance Officer

Job Goal: Under the general supervision and direction of the Finance Officer, performs

Payroll accounting functions as well as other general accounting duties. Must be flexible and understand that payroll deadlines cannot be missed.

Essential Functions and Responsibilities:

• Process regular payrolls for all employees at assigned schools. The process includes data entry, file transfers from school sites, verifying reports for accuracy, printing and sorting checks by location. Ensure on scheduled pay dates checks are ready for distribution to the schools. This includes cash requirements, direct deposit deadlines, etc.
• Process Supplements (teachers, athletics, other).
• Enter Timekeeper (TK) adjustments for TK administrators at assigned schools. Monitor TK records daily.
• Calculate and monitor maternity and other extended leave absences. Monitor compensatory time balances monthly to ensure they are within BOE policy thresholds.
• Calculate short-term disability payments and assist HR with requests for service credits and reimbursement of payments following short-term disability terms.
• Calculate and monitor payment to employees on Worker's Compensation who have requested use of one-third sick leave during absence.
• Prepare final settlements for retired/resigned employees.
• Complete Employment Verification Forms for financial institutes and child support services. Complete Insurance Verification Forms for child support services.
• Balance payroll monthly.
• Reconcile and correct any State Salary Audit exceptions.
• Prepare documents as needed for annual CPA audit and other state or federal audits that require payroll information as may be necessary.
• Prepare Federal and State Tax Deposits. Prepare Quarterly 941 and NC-5Q reports.
• Maintain ORBIT reporting information on individual employees. Prepare, balance and submit ORBIT retirement reports electronically to the Department of State Treasury, Retirement Systems Division. Assist Retirement System auditors with work history audits for current and former employees.
• Set up garnishments for federal, state and local taxes, child support and student loans and prepare monthly remittance.
• Set up summer hospitalization insurance deductions for all 10-month employees with dependent coverage and manage an escrow account.
• Balance and remit hospitalization insurance deductions monthly.
• Receive payments of insurance premiums for employees on LOA and forward to appropriate employees for deposit. Prepare a worksheet for accounts payable to add payment to liability check.
• Back-up for generating and submitting monthly direct deposit files and other duties performed by other payroll employee(s).
• Be available to answer employee questions and problems regarding payroll.
• Prepare quarterly ESC reports.
• Add, update and maintain employee files (electronic file and physical file copy).
• Verify year-to-date totals, process and distribute W-2's. Collect payment for W-2 reprints and forward to the appropriate employee for receipt and deposit. Print W-2 reprints as necessary.
• Update and maintain pay tables annually and as needed throughout the year.
• Provide pay information for Transportation's TD-2R report annually.
• Prepare payroll due date and period covered schedules annually and as needed for inclement weather.
• Back-up for troubleshooting financial software. Perform other duties as assigned.
• Help as needed with other payrolls.
• Collect information as requested by auditors annually.

The above statements are intended to describe the general nature and level of work being performed by the person(s) assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Management reserves the right to add or change duties at any time.

Terms of Employment: Twelve month work year/At Will/FLSA Exempt

Salary commensurate with experience and qualifications

Knowledge, Skills and Abilities:

Communications skills: Ability to professionally furnish and obtain information from schools and other departments; contact with other departments, requiring tact and judgement to avoid friction. Must be able to have discretion and understand the confidential nature of the data for which they are responsible and have access. Communicate effectively verbally and in writing; follow verbal and written instructions; prioritize tasks; establish effective working relationships with employees; record management skills. The employee must be able to work independently and meet tight deadlines.

Equipment Operation: Requires regular use of a personal computer (MS OFFICE products, particularly EXCEL, WORD, and PowerPoint), LINQ Financial Software System, payroll information system, IO-key, printer, copier, fax, electronic mail and telephone system.