Payroll Specialist

POSITION TITLE

Payroll Specialist

SCHOOL/DEPARTMENT

Finance Department

SALARY

Grade 68

FLSA STATUS

Non-Exempt

REPORTS TO

Payroll Manager

SUPERVISES

None

WORK WEEK SCHEDULE

8 AM - 5 PM

WORK HOURS

40

NUMBER OF MONTHS PER YEAR

12

POSITION PURPOSE:

The Payroll Specialist is responsible for monthly reporting, performs technical bookkeeping, and fiscal-clerical work in the Finance Department. Work involves the administration and preparation of employee payroll records and related payments and withholdings. The Payroll Specialist is also responsible for maintaining personnel files related to payroll, leave and retirement programs; and answering inquiries pertaining to payroll programs. The Payroll specialist must calculate payouts for retiring and terminating staff; review school payrolls and edit as necessary; train and support school bookkeepers, and prepare and submit all necessary monthly payroll reports.

KNOWLEDGE, SKILLS, AND ABILITIES

• Considerable knowledge of Federal, State and local laws and School System policies and procedures governing payroll administration
• Considerable knowledge of the employee benefits programs
• Considerable knowledge of accounting and office practices, methods and procedures used by the school district
• General knowledge of policies and procedures
• Skill in preparing and maintaining payroll records, deductions and withholding reports through data processing means
• Ability to use a variety of common office machines, including a computer terminal, calculator and facsimile machine
• Ability to understand and apply laws, regulations and policies to the maintenance of financial records
• Ability to verify documents and forms for accuracy and completeness
• Ability to prepare standard payroll reports from the books and records
• Ability to communicate effectively orally and in writing
• Ability to understand and follow written and oral instructions
• Ability to explain payroll and related personnel matters to employees
• Ability to exercise independent judgment, discretion and confidentiality in handling confidential personnel records
• Ability to establish and maintain effective working relationships as necessitated by work assignments

EDUCATION, TRAINING, AND EXPERIENCE

• Graduation from high school supplemented by college-level course work in bookkeeping or accounting
• One (1) to two (2) years of experience in technical accounting or bookkeeping work, preferably dealing with payroll
• Any equivalent combination of training and experience that provides the required combination of knowledge, skills and abilities

CERTIFICATION AND LICENSE REQUIREMENTS

• Must possess a valid driver's license issued by the NC Department of Motor Vehicles

PREFERRED QUALIFICATIONS:

• Associate's Degree or higher from an accredited institution in Accounting, Business Practices, technical accounting/finance work involving computer spreadsheet applications and analysis or other related area

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Prepare, verify and enter data for monthly and special payroll payments

• Compute proper payment according to employees' status (i.e., 10-month, 12-month employee) and show all statutory and voluntary deductions, special payments, including, but not limited to:

• ABC incentive bonus

• Retroactive salary adjustments

• Forfeited annual leave and longevity summer school and compensation bonus payments, contributions, and special withholdings

• Process checks and/or direct deposits, including bank transit and account numbers

• Contact financial institutions, as necessary, to resolve problems or discrepancies pertaining to direct deposits.

• Maintain employee payroll records, including data such as names, addresses, telephone numbers, retirement numbers, employment anniversary, years of state service, deduction information, direct deposit requests, and tax form

• Enter payroll data into computer records and update as necessary, including verifying changes in salaries and employment status as authorized by the Personnel Division

• Record 12-month salary option for salaried employees, as appropriate

• Maintain accounting of employee sick, personal and annual leave balances, and certify leave balances for employees transferring employment to other state agencies.

• Verify employee salaries on employment withdrawal forms for employees terminating state employment

• Calculate and provide employee salary projections for retiring employees

• Submit retiring employee information and forms to State Employees' Retirement System.

• Verify employees' salary and years of employment for financial institutions, as requested.

• Answer employees' inquiries pertaining to payroll calculations, checks, payroll policies and procedures and related matters

• Perform other duties as assigned by the Payroll Manager and/or Chief Finance Officer