Support Specialist: Payroll Process

Title Code: B05159

Support Specialist: Payroll Process

JOB SUMMARY

Performs a wide variety of highly responsible and complex tasks related to processing employee payroll. Maintains ongoing communications with timekeepers, employees, and supervisors at assigned locations to ensure consistent processing of all aspects of payroll and leave. Work requires rapid and accurate computations for payroll, leave, and deduction transactions while adhering to established deadlines.

ESSENTIAL DUTIES/RESPONSIBILITIES

• Provides leadership, supervision, guidance, training, and support to timekeepers at schools and satellite offices related to the preparation of timesheets and other payroll related documents.
• Receives and audits payroll related documents from assigned schools/offices.
• Consults with office of Employee Relations regarding topics of negotiations to ensure compliance with negotiated agreements as they relate to pay and leave issues.
• Calculates and processes pay and leave adjustments and deductions for employees as necessary due to new hire, employment termination or Unit change when retroactive adjustments or other pay adjustments are required.
• Identifies, researches, and documents instances of employee overpayment or underpayment. Prepares necessary documentation to support appropriate action.
• Maintains and updates records related to active cases of FMLA, sick bank and worker's compensation utilization, updating as appropriate for each pay period in accordance negotiated agreements and Board Policy/Administrative Regulation using established standards.
• Provides excellent customer service for all customers, in both oral and written communications related to pay and leave issues.
• Processes and enters Overtime and Additional Compensation Reports as necessary, determining appropriate overtime or additional compensation codes and rate of pay in accordance with negotiated agreements and federal and state laws. Ensures correct budget codes are applied.
• Ensures all data entry is accurate; Audits all payroll input for accuracy following each cut-off and prior to payday.
• Supports the day-to-day operations, services, maintenance, and functions of the payroll related technology applications.
• Performs other related duties as assigned within the same classification or lower.

MINIMUM QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• Associate''s Degree in Business Administration, Finance, Human Resources or applicable field of education from a regionally accredited college or university required.

Experience

• Five (5) years administrative office experience required.
• Two (2) years working experience in Payroll, Human Resources, Accounting or related field required.

Knowledge, Skills, Abilities and Other Characteristics

• Ability to maintain confidentiality of payroll and leave information.
• Ability to follow all guidelines and procedures established.
• Ability to apply a detailed understanding of AACPS policies, regulations and procedures as they relate to leave and payroll.
• Ability to apply a detailed understanding of negotiated contracts as they related to employee leave and pay.
• Knowledge of Fair Labor Standards Act (FLSA) and overtime guidelines.
• Demonstrated ability to provide excellent customer service.
• Demonstrated ability to perform calculations for reconciliations etc.
• Demonstrated leadership ability to support the work of others, providing expertise and guidance, as needed.
• Demonstrated ability to perform a wide range of standard office administrative tasks quickly, accurately and efficiently.
• Ability to meet and adhere to set deadlines.
• Sensitivity to private and confidential employee information and an understanding of responsibility to ensure confidentiality and security of confidential information.
• Experience with automated payroll processing system.
• Excellent project management skills and ability to successfully manage multiple tasks simultaneously.
• Excellent communication, organizational, analytical, and planning skills.
• Demonstrated ability to effectively work and communicate with diverse populations.
• Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing, Microsoft Office Suite -Word, Excel, Outlook, and/or PowerPoint preferred).

Licenses and Certifications

Employee must retain active licenses, certifications, and enrollment as a condition of employment.

• Hold or be eligible for Fundamental Payroll Certification (FPC) issued by American Payroll Association preferred.
• Hold or be eligible for Certified Payroll Professional (CPP) issued by American Payroll Association preferred.

Driving Requirements

• N/A

CAREER LADDER REQUIREMENTS

Qualification Requirements for Employment in Higher Grade as a New Hire or Transfer requires:

• Two (2) additional years of successful experience required.
• Achievement of Professional Certification in Fundamental Payroll Certification (FPC) issued by the American Payroll Association, Certified Payroll Professional (CPP) issued by American Payroll Association, or related professional certification required.

Eligibility for Consideration for Advancement from Lower Grade to Higher Grade requires:

• Two (2) years continuous successful experience in the position at the Lower Grade level.
• Mastery of all responsibilities and duties of the position.
• Evidence of completion of additional training that may be recommended by supervisor and/or participation in approved professional development programs or courses, approved in advance by the supervisor. Successful completion of a minimum of one professional development within the last two years is required. Successful completion of job specific professional developments identified on the job description, performance evaluations and/or the supervisor's documented recommendation are required.
• Achievement of identified goals as they relate to the needs of the district and as established by the supervisor.
• Consistent maintenance of an effective and orderly work environment.
• Consistent compliance with general office procedures such as standards contained in the AACPS Employee Handbook; demonstration of discretion and excellent customer service; regular and punctual attendance; and building dress code, including wearing AACPS ID badge.
• Above Satisfactory overall job performance for the two most recent consecutive years of Performance Ratings.
• Letter of Recommendation written by the supervisor.

Additional Requirements for Advancement from Lower Grade to Higher Grade requires:

• Achievement of Professional Certification in Fundamental Payroll Certification (FPC) issued by the American Payroll Association, Certified Payroll Professional (CPP) issued by American Payroll Association, or related professional certification or completion of course work or workshops leading towards such professional certification required.
• Assumption of full responsibility for designated areas of payroll, including annual Timekeeper training required.
• Demonstrated leadership ability to support the work of others, providing expertise and guidance required.

LEADERSHIP ROLE

• N/A

PHYSICAL DEMANDS/WORKING CONDITIONS

The physical demands and working conditions 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.

Physical Demands

• Standing: between 1/3 and 2/3 percent of the time
• Walking: between 1/3 and 2/3 percent of the time
• Sitting: over 2/3 percent of the time
• Keyboarding: over 2/3 percent of the time
• Talking: between 1/3 and 2/3 percent of the time
• Hearing: between 1/3 and 2/3 percent of the time
• As required by the duties and responsibilities of the position.

Vision

The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job.

• Close vision (clear vision at 20 inches or less)
• Ability to adjust focus

Work Environment

Location

• Office, school or similar indoor environment: over 2/3 percent of the time

Noise Level

• Moderate: over 2/3 percent of the time

Weight & Force

Lifting and carrying requirements

• Up to 10 pounds: over 2/3 percent of the time

Travel Requirements

• N/A

JOB INFORMATION

Approved Date: 2/1/2023 Established Date: 2/1/2018 Title Code: B05159 Title: SPECIALIST SUPPORT: PAYROLL PROCESS Alternate Title: Support Specialist: Payroll Process Reports to Generic: Assistant Manager Reports to Specific: MANAGER ASSISTANT: PAYROLL

ORGANIZATION

Division: Human Resources Business Unit: Human Resources Operations Department: Payroll Negotiated Agreement: N/A

HR JOB INFORMATION

Unit: V Days Worked: 260 FLSA Exemption Status: Exempt Grade: PG03;PG04 Click HERE to view Terms of Employment, Benefits and Salary Scale. Scroll down to locate (Unit 5 - Professional Staff) Essential Job: Months Worked: 12 Hours Worked: 8 Job Family: Accounting and Finance Sub-Function: Payroll

VR# 26035