Payroll Specialist at Teays Valley Local Schools

Title: Payroll Specialist                                                                     

Department: Treasurer

Building/Facility: Board Office

Reports to: Treasurer or Treasurer’s designee

Employment Status: Regular/Full-Time

FLSA Status: Non-Exempt

Description: The Payroll Specialist will be responsible for preparing payroll, maintaining accurate payroll records, and staying abreast of changes involving payroll requirements.  

Essential Duties and Responsibilities

• Ensure safety of students, taking all necessary and reasonable precautions to protect students, equipment, materials, and facilities.
• Processes payroll deviation reports and time sheets as well as enrollment forms from employees on all payroll related withholdings, fringe benefits, while making related changes in the Uniform School Payroll System (State Software) or other payroll software as appropriate.
• Collects, maintains, and accurately processes documentation for sick leave, personal leave, vacation leave and other types of absences and accruals.
• Computes pay of classified and certified employees and prepares checks or direct deposits and related reports.
• Assist in gathering and retrieving data as well as preparing reports for employee negotiations, cost studies and other needs as assigned by the Treasurer/Assistant Treasurer.
• Verifies employee salaries or wages as approved by the Board of Education.
• Assist in the preparation of all month-end and year-end payroll-related reports.
• Assist the Treasurer/Assistant Treasurer in the budget appropriation process as needed.
• Assist in filing all employee contracts, preparing, and distributing salary notices, and other requirements as they relate to payroll.
• Assist to complete and file, at proper times, all forms, reports, papers, and other requirements as prescribed by the auditor, department of education, or other state or local agencies.
• Process verification of employment forms as requested by or on behalf of employees.
• Assist with daily correspondence and filing, receiving, and preserving all records of the Teays Valley Local School District.
• Prepare and file all payroll related reports with the Internal Revenue Service, State Department of Taxation, city Income Tax Department, Retirement Systems, annuity companies and all other payroll-related agencies or vendors.
• Ensure payroll deductions are made and accurate during each payroll period.
• Work with administration and staff to develop and/or update current policies, procedures, and internal control systems for all payroll and benefit functions performed in the Treasurer’s office.
• Prepare payroll distribution and transfer checks from the appropriate bank accounts to the payroll clearing account.
• Distribute all salary and fringe benefit amounts to the appropriate funds and budgetary accounts.
• Prepare ODJFS reports and STRS advance reports at year end.
• Perform periodic checks of the payroll procedures to ensure accuracy of calculations, placement on appropriate salary steps and accurate severance amounts.
• Provides information as needed regarding unemployment verification forms, separation of employment requests, etc.
• Provide information as needed regarding SERS contributions.
• Timely complete W-2 forms.
• Process paperwork for new employees and enter employee information into the payroll system.
• Interact in a positive manner with staff, students, parents and the public acting with tact and diplomacy.

Knowledge

• Knowledge of Uniform School Payroll System (USPS) and Uniform School Accounting System (USAS).
• Knowledge of administrative and clerical procedures and systems including but not limited to, Microsoft Excel and Word.
• Knowledge of TalentEd
• Knowledge of Frontline (Attendance and Time)
• Knowledge of mathematics and their applications.
• Knowledge of accounting practices and procedures.

Skills

• Skilled in active listening, giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate and not interrupting at inappropriate times.
• Skilled in critical thinking and problem solving by using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Skilled in speaking and writing to convey information to others effectively.
• Skilled in managing time effectively to prioritize and meet deadlines.
• Skilled in dealing with the public.

Abilities

• Ability to work effectively with others.
• Ability to be flexible and adapt to changing situations.
• Ability to pay excellent attention to detail and to concentrate on a task over a period of time without becoming distracted.
• Ability to prioritize tasks to meet deadlines.

Minimum Qualifications

• Bachelor’s degree or demonstrated equivalent experience.
• Experience with state software and school-based payroll preferred. 
• Satisfactory completion of BCI and FBI background checks as mandated by Senate Bill 38.
• Such alternative(s) to the above qualifications as the superintendent and/or the board of education may find appropriate.

Physical Demands and Workings Conditions

• Regularly required to speak and hear.
• Required to have dexterity of hands and fingers.
• Specific vision abilities required include close vision and ability to adjust focus.
• Required to sit or stand for extended periods of time.
• Occasionally required to bend at the waist, kneel or crouch.
• Occasionally asked to push, pull, lift, or carry under 25 pounds.
• Occasional interaction among unruly children.
• The physical demands described here are a representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

Terms of Employment

This job description summary does not imply that these are the only duties to be performed. This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events.

The Teays Valley Local School District is an equal opportunity employer offering employment without regard to race, color, religion, sex, national origin, age, or disability.