Payroll Clerk/Finance Assistant

Payroll Clerk / Finance Assistant

Department: Finance
Reports To: Superintendent / Finance Coordinator
FLSA Status: Non-Exempt
Work Schedule: 12-Month
Pay Grade: Clerical / Administrative Support Scale

General Definition of Work

Performs responsible clerical and technical work assisting with payroll processing, employee benefits administration, and financial recordkeeping for the school division. Work involves processing payroll, maintaining employee payroll records, administering employee benefit deductions, and ensuring compliance with federal, state, and local payroll reporting requirements. Responsibilities include administration of employee health insurance programs, coordination of workers’ compensation claims, maintenance of retirement reporting records, and entry of employee information into the division’s financial and payroll systems. Work is performed under the general supervision of the Finance Coordinator.

Essential Functions

Payroll Processing

• Assists with preparation and processing of payroll for all school division employees.
• Verifies employee timesheets, leave records, and payroll documentation for accuracy and completeness.
• Processes payroll adjustments including stipends, overtime, substitute pay, and extra-duty assignments.
• Maintains payroll records and documentation in accordance with division policies and state regulations.
• Responds to employee inquiries regarding payroll, deductions, and leave balances.

Employee Payroll Records

• Enters new employees into the division’s accounting and payroll system, including salary information, tax withholding forms, and direct deposit information.
• Maintains and updates employee payroll records including salary changes and deduction adjustments.
• Ensures employee records are accurate and updated in coordination with the Human Resources department.

Employee Deductions and Benefits

• Processes and maintains records for employee payroll deductions, including retirement contributions, insurance premiums, tax withholdings, and other authorized deductions.
• Reconciles payroll deduction reports and ensures proper remittance to vendors.
• Assists employees with questions related to payroll deductions and benefit contributions.
• Coordinates health insurance enrollment, terminations, and changes, ensuring accurate deductions and reporting.
• Acts as liaison with insurance and benefit vendors to resolve employee issues.

Health Insurance Administration

• Serves as the health insurance administrator for the school division.
• Coordinates employee enrollment, changes, and termination of coverage.
• Maintains records for employee health insurance participation.
• Communicates with insurance providers regarding eligibility, claims questions, and coverage updates.
• Ensures proper payroll deductions for employee insurance premiums.

Virginia Retirement System (VRS)

• Maintains employee records in the Virginia Retirement System (VRS) reporting system.
• Processes retirement contributions and assists with VRS reporting requirements.
• Maintains documentation related to retirement reporting and contributions.

Workers’ Compensation

• Accurate Classification: Assigning correct worker's compensation codes to employees based on their specific job roles (e.g., clerical vs. high-risk) to avoid overpaying or underpaying.
• Payroll Data Management: Tracking gross wages, including bonuses and overtime, which directly determine the premium amount.
• Reporting & Payment: Submitting accurate payroll figures, on a monthly basis to align payments with actual payroll.
• Audit Preparation: Maintaining detailed, organized records and assisting auditors in verifying payroll figures to prevent penalties from underreporting or inflated costs from over reporting.
• Compliance: Ensuring that payroll records justify the insurance coverage for employees, avoiding potential issues where an employee might be uncovered despite premium payments..

Payroll Taxes and Reporting

• Prepares and distributes annual W-2 forms for all employees.
• Prepares and submits required monthly and quarterly payroll tax reports and payments in accordance with federal and state regulations.
• Maintains records for payroll tax filings and ensures compliance with reporting deadlines.
• Assists with preparation of payroll documentation for audits and financial reporting.
• Prepares ACA reports (1095-C) and other compliance-related filings.

Leave and Time Tracking

• Maintains records of employee leave balances (sick, personal, vacation, and other applicable leave).
• Assists in reconciling leave usage with payroll records.
• Ensures leave and absences are correctly accounted for in payroll processing.

Financial and Administrative Support

• Assists with payroll reconciliations and financial record maintenance.
• Assists with preparation of payroll reports required by state and federal agencies.
• Maintains strict confidentiality of employee payroll and benefit information.
• Assists with other finance office duties as assigned.
• Facilitate cross-training with Finance Coordinator to ensure continuity of operations. 

Knowledge, Skills, and Abilities

• Knowledge of payroll processing procedures and payroll tax reporting requirements.
• Knowledge of employee benefit administration and payroll deduction management.
• Knowledge of governmental or school division accounting practices preferred.
• Knowledge of Virginia Retirement System reporting procedures preferred.
• Ability to maintain strict confidentiality of financial and personnel records.
• Strong attention to detail and accuracy in financial recordkeeping.
• Ability to organize work and meet established deadlines.
• Ability to communicate effectively with employees, administrators, and external agencies.
• Proficiency in financial software systems and Microsoft Office applications, particularly Excel.

Education and Experience

• High school diploma or equivalent required.
• Associate’s degree in Accounting, Business Administration, or related field preferred.
• Experience in payroll, accounting, or finance office operations preferred.
• Experience in a public school division or governmental accounting environment preferred.

Physical Requirements

• Work performed primarily in an office environment.
• Ability to sit for extended periods while using a computer.
• Occasional lifting of office materials up to 20 pounds.