Confidential Payroll And Benefits Specialist

Position Type:

Secretarial/Clerical

Date Posted:

5/15/2024

Location:

District (BO)

Date Available:

7/1/24

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Essential Duties: The Confidential Payroll and Benefits Specialist has the duties and responsibilities commonly associated with this position, including (but not limited to) the following. This role will also take on tasks as directed by the Superintendent and Business Administrator.

Payroll Responsibilities

• Staff entry, activation, deactivation, category change

• Demographic information entry/update

• Maintain salary guide information (i.e. step, and salary) for union members and individual salaries for non affiliated staff

• Collect and update W-4 Information

• Enter pensions for all new employees

• Work with Asst. BA on pensions for employees

• Enter pay types including regular salary, OT, double time, hourly work, stipends, clubs, coaches' pay, etc.

• Enter/maintain deductions, i.e. taxes, retirement plans, garnishments, union dues, mentor payments

• Aid with creation, entering and managing Time and Attendance pay codes

• Ensure consistency between Time and Attendance codes and payroll codes

• Maintain accurate filing systems for audit purposes

• Run semi-monthly Time and Attendance reports for timecards for payment

• Verify accuracy with approvers, if needed

• Enter into system for payment

• Determine deduction amounts to PenServ and DCRP for retirement plans, Colonial Life and Aflac for optional benefits, transmit complete per-payroll reports to each provider

• Determine and submit per-payroll, monthly, quarterly, and annual State, Federal, and FICA/Medicare taxes

• Work with Bookkeeper to create accurate wire transfers for salary and agency accounts

• Obtain and apply FICA contribution information from NJ DOE Homeroom

• Review annual salary statement, distribute annual W2 forms, maintain office district salary records, sort checks for distribution

Health Benefits

• Full responsibility for processing enrollments, changes, terminations, annual Open Enrollments, Opt Out waivers, COBRA, dependent age-outs and other related matters for all district health benefit plans.

• Coordinating a yearly health fair for district employees

Employee Relations Support

• Contact employees regarding LOA and FMLA, maintain these leaves in Personnel/Payroll system, and generate benefits billing for employees on unpaid leave

• Guide employees in the retirement process

• Assist the Systems Manager and Director of Employee Relations with the yearly rollover of employees' vacation, sick and personal days in Frontline/AESOP

• Add budget codes in the Personnel Agenda creation and based on the Board agenda, update information in employee records

• Review personnel agendas for any needed changes

• Assist with position control

• Assistant Superintendent of Business , Assistant BA, Director of Employee Relations with negotiation documents

General Duties and Responsibilities:

• Maintains confidentiality and discretion regarding student and staff information.

• Upholds and enforces school, administrative, board and state rules, regulations and policies.

• Implements the district's philosophy of education and instructional goals and objectives.

• Maintains required records, completes reports, and handles other routine assignments in an appropriate and punctual manner.

• Keeps all hard copy and electronic files current and updated.

• Represents office in a courteous professional manner at all times in direct conversation, phone discussions, and electronic correspondence.

• Working with supervisor, maintains accurate budget records and generate purchase orders as necessary.

• Utilizes current student and staff information systems, maintaining and updating files as appropriate to the office.

• Demonstrates professional interpersonal skills in all internal and external communications.

• Maintains professional development through participation in such activities as in-service education, workshops, and self-selected professional growth activities.

• Performs other duties or responsibilities assigned by the Assistant Superintendent of Business or Assistant Business Administrator and the Director of Communications/Employee Relations.

Evaluation of Performance: Performance of this position will be evaluated annually in accordance with the New Jersey Administrative Code and Board of Education policy by the BA.

Computer Skills: Proficient in computer applications pertinent to support the position.

Physical Demands: The physical demands described in this job description 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.

Work Environment: The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.