Payroll Specialist - Newton, United States - Newton Public Schools

Description

Department:
Business &

Finance Job Title:
Payroll Specialist FLSA Status: (Exempt/Non-exempt)

Exempt Grade 5 Reports to:

Director of Finance In compliance with state and federal laws, newton public schools is committed to equity, anti-racism and a nondiscrimination policy for students, employees and prospective applicants.

All educational and employment determinations are based on an individual's qualifications and achievements without regard to race, color, religion, sex, sexual orientation, age, pregnancy, gender identity, genetic information, national origin, ancestry, homelessness, physical or mental disability, veteran status, or any other basis prohibited by state and/or federal statute.

Summary:

The purpose of this position is to perform a wide range of complex payroll related duties under general direction of the Director of Finance.

The Payroll Specialists prepare and verify all school payroll documents, coordinate all payroll functions including timesheet verification and develop electronic spreadsheet procedures to continually enhance the accuracy and efficiency of school payroll operations.

Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.


Qualifications:
Recommended Minimum


Qualifications:

Education, Training and Experience:
High school education and two to four years of office administration experience in the public sector including experience with payroll and financial accounting software or any equivalent combination of education, training, and experience


Special Requirements:
Possession of a valid Massachusetts Motor Vehicle License
Knowledge, Ability and


Skill:

Knowledge:
Thorough knowledge of office procedures, practices and terminology. Knowledge of policies and procedures of the school department and the city departments. Working knowledge of state and local retirement boards and regulations. Working knowledge of municipal accounting systems. Knowledge of the operation of computer software applications.


Ability:
Ability to deal effectively and tactfully with school department personnel. Ability to recognize and resolve problems with minimal administrative intervention. Ability to interpret and implement instructions provided in oral and written form. Ability to manage and meet demanding, fixed deadlines. Ability to manage complex payroll office operations. Ability to create a service oriented operation. Analytical ability. Accuracy and attention to detail.

Must be able to operate a personal computer and display intermediate to advanced skill when using software programs for word processing, database, spreadsheet and other software as required by the position.

Ability to coordinate staff and work load distribution.


Skill:
Expertise and skill in utilizing personal computers, popular word processing, database, and spreadsheet applications. Excellent customer service and interpersonal skills. Excellent written and oral communication skills. Strong organizational skills. Skill in all of the above listed tools and equipment.

Essential Job Duties and Responsibilities (Not Limited To):
(The essential functions or duties listed below and on attachments are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.) Manages and prepares the weekly and semi-monthly school payrolls. Collaborates with city Information Systems and the NPS Information Technology Department in analyzing and resolving MUNIS issues. Coordinates procedures and check production with city Information Systems staff. Coordinates semi-monthly and weekly payroll using electronic data and spreadsheets. Develops timesheet verification spreadsheet that will meet audit and control standards. Calculates prorated salaries, retirement/termination data, leave of absence payments, and contractual payments. Develops and maintains spreadsheets to import payroll information into the MUNIS payroll system. Schedules the review, approval and signature of payroll verification sheets with a School Committee designee and the Assistant Superintendent of Business, Finance and Planning. Develops regular schedule of payroll preparation, review and verification. Communicates with school personnel regarding payroll schedules and procedures. Advise school offices regarding check distribution requirements, W-2 forms, and other notices as required. Manages late timesheet requests by use of weekly payroll to eliminate manual checks. Produces quarterly reports on payroll accuracy including manual checks and correction statistics. Collaborates with Human Resource staff regarding employee status changes and payroll adjustments required. Processes payroll Earnings Proofs, or verification forms; works with the city Comptrollers Office on backup needed for all school payrolls to be processed. Processes multiple forms as required by the various City and State boards. Provides customer service by responding to multiple payroll-related inquiries involving a variety of issues which require detailed research and analysis. Creates and submits transfer bills to other City Departments as needed to accurately charge payroll expenses. Works with city Treasury on distribution of all Newton Public Schools employee paychecks and direct deposits. Supports the Business & Finance Office by confirming the accuracy of payroll budget transfers. Performs other duties as assigned by the Assistant Superintendent of Business, Finance and Planning and the Director of Finance. May attend workshops, meetings or training sessions. Completes and submits Massachusetts Teachers' Retirement System application forms. Collaborates with collective bargaining administrators regarding employee changes mandated by various union contracts. Represents the Payroll Office to new employees at orientation meetings. Performs similar or related work as required.


Supervision:

Complexity:
Performs varied and responsible functions requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative to interpret guidelines, policies, procedures and practices


Independent Action:

Works under broad supervision, following department rules, regulations and policies, requiring the ability to plan and perform operations, and to complete assigned tasks according to a prescribed time schedule.

Refers all questionable cases to supervisor.


Supervisory Responsibility:
None.

Work Environment &


Physical Requirements:

Work Environment:

Work Environment:
Work is performed in an office environment. Majority of work is performed in a moderately noisy work environment, with frequent interruptions. Operates computer, printer, telephone, copier, facsimile machine and all other standard office equipment. Operates an automobile.

Makes frequent contact with the public, School Department personnel, various city departments including Comptroller's Office, Treasury, Retirement, Human Resources and Information Technology.

Has contact with Massachusetts Teachers' Retirement Board, Banks, Annuity Companies, current and past employees and other Cities and Towns. Contacts require a high degree of confidentiality. Employee has access to department confidential personnel information related to payroll. Errors could result in delay or loss of service, monetary loss and possible legal ramifications.


Physical Requirements:

The physical demands 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.

While performing the duties of this job, the employee is frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move objects weighing up to 10 pounds. Vision and hearing at or correctable to normal ranges. This position requires the ability to operate a keyboard and calculator at efficient speed. (This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Salary Range:
$60,769-$66,478