Payroll Specialist

Purpose Statement

The Payroll Specialist provides administrative and clinical services to ensure effective, efficient, and accurate financial and administrative operations. This includes performing payroll responsibilities promptly, accurately, and efficiently in accordance with district policies, procedures, and schedules. Additionally, the Payroll Specialist is expected to perform diverse, specialized financial accounting and budget duties to prepare, monitor, maintain, and reconcile the budget while assuring district compliance with the Illinois Accounting Program Manual.

This job reports to the Assistant Superintendent for Business.

Essential Functions and Responsibilities:

• Maintains a complete and systematic set of records for all financial transactions of the school district.

• Prepares a variety of financial reports to reflect the health of the District.

• Financial statements.

• Income/Expense reports.

• Imprest Statement.

• Quarterly/Year End Revenue/Expense Reports.

• Grant Expenditure Reports.

• Performs complex, responsible, and varied duties processing a bi-monthly payroll for certificated/classified staff and other assigned employee groups.

• Calculates all contracts and assignments, including garnishments, child support deductions, alimony, etc.

• Calculates and remits all applicable withholding liabilities for all District employees, including social security, federal tax, state tax, retirement (403(B), TRS and IMRF), and applicable union dues, along with District FICA and IMRF matching payments.

• Prepares quarterly and annual federal and state payroll reporting returns.

• Reviews time sheets for accuracy, completeness, and authorization.

• Reviews and compares information inputted by the Benefit Specialist with time sheets received to ensure accuracy.

• Reconciles all payroll liabilities to the general ledger and prepares payments as necessary.

• Ensures regulatory compliance of the payroll system to all applicable guidelines, policies, and procedures.

• Processes termination checks in compliance with various guidelines and pension plans.

• Reconciles subsidiary control ledger to general ledger; prepares quarterly and year-end reports.

• Researches current tax, pension, benefits, and other laws and regulations affecting payroll administration.

• Coordinates payroll system changes with applicable departments.

• Provides and/or requests information to resolve discrepancies in payroll information.

• Assists in verifying and responding to employee and authorized inquiries regarding salary or other forms of compensation.

• Prepares annual employee W-2 forms.

• Oversees the preparation of the annual Teacher Retirement System (TRS) report.

• Prepares and files the monthly Illinois Municipal Retirement Fund (IMRF) report.

• Assists in budget preparation; forecasts employee wage and benefit expenditures and provides other budget assistance and information as needed.

• Oversees the processing of Imprest Fund checks as needed and the preparation of the monthly Imprest Fund report.

• Researches and prepares quarterly and year-end expenditure reports for state and federally-funded programs.

• Maintains, updates, and troubleshoots financial software to keep the system running smoothly.

• Prepares and files necessary forms to process unemployment claims and appeals.

• Assists new staff with the enrollment process and provides information on available benefits.

• Interfaces with all levels of staff within the District and outside vendors as needed.

• Attends workshops/seminars to acquire best practices for professional development.

• Is available to participate in the District's educational mission through student and/or building-based programs.

• Performs other related duties as may be necessary and assigned by the Assistant Superintendent for Business

Job Requirements: Minimum Qualifications

Skills, Knowledge, and Abilities

Knowledge

• The candidate must have proficient knowledge in the following areas:

• High School diploma or equivalent required with courses in bookkeeping, accounting, business, English, and math.

• A minimum of two (2) years of bookkeeping and payroll processing experience preferred.

• Any equivalent combination of experience and education will be considered.

• Knowledge of fund accounting and the Illinois Program Accounting Manual (IPAM).

• Knowledge of Word, Excel, Adobe, Infinite Visions, and PowerPoint.

• Knowledge of modern office practices, procedures, and equipment.

• Knowledge of record-keeping techniques.

• Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary.

• Knowledge of filing systems.

• Possess excellent telephone techniques and etiquette.

• Ability to write letters and reports.

• Ability to maintain a high level of accuracy and confidentiality concerning financial and employee information.

Skills

• The candidate must demonstrate the following skills:

• Perform responsible and confidential secretarial and administrative duties.

• The ability to analyze situations accurately and adopt an effective course of action.

• Work confidentially with discretion.

• Meet schedules and deadlines.

• Excellent interpersonal skills, using tact, patience, and courtesy.

• Team building skills.

• Decision-making skills.

• Demonstrates strong math aptitude.

• Effective verbal and listening communication skills.

• Attention to detail and high level of accuracy.

• Effective organizational skills.

• Possess outstanding written communication skills, including composing effective correspondence independently.

• Computer skills, including the ability to operate computerized accounting, spreadsheets, word processing programs, and e-mail at a highly proficient level.

• Stress management skills.

• Time management skills.

Abilities

• The successful candidate must maintain strict confidentiality in performing the duties of the Payroll Specialist. Additionally, they must demonstrate the following abilities:

• Be honest and trustworthy.

• Be respectful.

• Possess cultural awareness and sensitivity.

• Be flexible.

• Demonstrate sound work ethics.

Work Environment

The usual and customary methods of performing the job functions require the following physical demands: occasional lifting, carrying, pushing and/or pulling, frequent climbing of stairs, walking, and twisting. Must have sensory skills to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, and have significant fine finger dexterity. Generally, the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment.

Experience: A minimum of two (2) years of bookkeeping and payroll processing experience preferred.

Education: High School diploma or equivalent required with courses in bookkeeping, accounting, business, English, and math.

Certificates and Licenses

Required: None

Continuing Education/Training:

None Required

Clearances

Criminal Background Clearance & Pre-Employment Medical Clearance

FLSA Status

Non-Exempt

Term

12-Month position

Supervises

None