Fiscal Specialist - Payroll Support chez Chesterfield County Public Schools, VA

About the Department

This position performs accounting functions related to Time and Attendance and the payroll system, and ensures School Board policies and procedures are followed. This position researches, resolves, and communicates various payroll functions accurately and efficiently, and serves as the primary contact for general Payroll inquiries, properly triaging issues as necessary.

Position Duties

Essential Job Functions:

• Monitors time and attendance reporting for assigned areas/departments to ensure the accuracy of time and attendance records

• Requests attendance correction memos if time and attendance are not entered appropriately

• Researches inquiries regarding leave balance discrepancies

• Serves as liaison for the Finance Office and the Time and Attendance System; assists users with questions regarding general use of the Time and Attendance System and School Board leave policies

• Assists employees and supervisors with inquiries regarding attendance records and leave balances, as well as questions regarding substitute pay, including Time and Attendance cutoff dates, pay rate, long-term substitute assignments, and pay adjustments or corrections

• Processes/Reconciles various payroll related deductions

• Assists with processing of the Transfer of Sick leave, including both inbound and outbound

• Responds promptly and professionally to employee inquiries via phone and email regarding paychecks, deductions, direct deposits, and tax documents 

• Supports and assists employees with payroll processes, period schedules, timelines, and policies

• Assists new hires with payroll onboarding, including direct deposit setup and W-4 completion

• Maintains confidentiality while handling sensitive payroll information

• Completes employment verifications and pulls information requested by subpoena paperwork

• Documents and tracks common inquiries to establish metrics on trends and improve department  communication

• Supports the distribution of printed payslips for employees, W-2s, 1095-Cs, and other year-end tax forms

• Collaborates with the Payroll Processing team to ensure accurate and consistent messaging across all employee groups

• Collaborates with Chesterfield County government regarding the Unclaimed Property process; Researches the unclaimed property list, verifies accuracy, and completes the correspondence necessary to complete the annual process requirements

• Performs other duties as assigned

This position has no budgetary responsibility.

May provide various reports related to payroll functions, as requested

Personal computer, copier, printer, fax machine, office phone, calculator, and other standard Payroll Office equipment

This position requires frequent contact with employees at all levels within the organization. Occasional contact with external agencies may be required.

This position does not have supervisory duties, but may provide basic work direction to employees regarding proper payroll procedures.

This position requires independent decision-making to assist employees with proper payroll procedures. Supervisor approval may be needed for non-routine inquiries and situations.

This position has no formal policy-setting responsibilities, but may inform supervisor on various payroll functions and trends, as requested.

The physical demands described here are representative of those that must be met by the 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 regularly required to stand; walk; sit; use hands to finger, handle, or feel objects, equipment, or controls; reach with hands and arms; stoop, kneel, talk and hear. Vision acuity at close range is required. 

The employee will work primarily in an office setting. The noise level is typically low to moderate.

Minimum Qualifications

Working knowledge of generally accepted accounting principles and office operations. Working skill in data entry and in the use of personal computers, utilizing spreadsheets, word processing, and database software (Excel, Word and Access preferred). Demonstrated ability to organize and analyze data and process work according to related laws, regulations, policies, and procedures. Demonstrated ability to make accurate mathematical calculations and reconciliation of reports. Demonstrated accuracy in data entry.  Demonstrated ability to work independently, pay attention to detail, meet strict deadlines, and communicate effectively with all levels of personnel.

Other Qualifications

High School diploma, with experience in payroll accounting (to include Time and Attendance reporting), or any equivalent combination of experience and training which would provide the required knowledge, skills, and abilities.

Applicants considered for employment must successfully complete the following background investigations/tests:

• Federal Bureau of Investigation (FBI) Criminal History Investigation

• State Police Criminal History Investigation

• Child Protective Services (CPS) Investigation

• Tuberculosis Screening/Test

Chesterfield County Public Schools assures Equal Employment Opportunities for employees as required by Federal and State Orders and Laws.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position activities and requirements.  However, administration reserves the right to modify, add, or remove duties and assign other duties as necessary.  It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position and does not imply an employment contract.