Hybrid Payroll - Accounting Coordinator - FY 25/26 presso Wellesley Public Schools

Processes bi-weekly payroll, in accordance with Town procedures, School Department policies and the terms of all collective bargaining agreements.

• Coordinates with Personnel for timely and accurate setup of new employees to enable prompt payment.
• Processes bi-weekly payroll, in accordance with Town procedures, School Department policies and the terms of all collective bargaining agreements, for over 900 employees and a total annual budget value of over $70 million.
• Extracts data from Absence Management Software to reconcile substitute coverage with staff absences, contacting schools or departments to verify and correct data as needed prior to processing payment.
• Tracks and processes pay rate changes in accordance with the terms of collective bargaining agreements.
• Reconciles payroll to the general ledger and prepares journal entries for any changes.
• Works with the Assistant Superintendent for Finance and Operations, the Director of Accounting and Business Services and the Director of Human Resources to maintain an up-to-date, comprehensive and accurate staffing schedule for payroll, budgeting and forecasting purposes.
• Processes confidential and sensitive documentation related to leaves, disciplinary and termination actions, wage garnishments, workers' compensation claims, and unemployment claims.
• Calculates and processes balloon (lump-sum) payroll; communicates and coordinates year-end close payroll timeline.
• Liaison with town Human Resource staff regarding reconciliations of all insurance premiums for staff whose status is changing.
• Processes other confidential requests from employees (e.g., Verification of Employment).
• Prepares and electronically transmits to TSA, the third party administrator, the 403B annuity file each week for verification and payment by the Town Treasurer’s office.
• Analyzes and reconciles all Massachusetts Teacher Retirement files for on-line filing of contributions from teachers. Ensures accurate coding in all categories to enable proper recording and allocation of funds to teacher accounts.
• Assists the Director of Human Resources and the Assistant Superintendent for Finance and Operations with request information for use iin contract negotiations.
• Cross trains the Accounting Coordinator of Accounts Receivable and Cash Management to perform the payroll function in their absence.
• Cross trains the Financial Transaction Assistant in generating and issuing paper timesheets to staff, track substitute time in a spreadsheet, document pay rate on the paper timesheets, log payroll dates in MUNIS and assist as backup for simple data entry of hourly employees from paper timesheets.
• Enters and processes employee reimbursement payments.
• Documents procedures for all aspects of payroll processing, MTRS filings, calculation and processing of leave payments, etc.
• Maintains payroll files in an accurate, organized and up-to-date manner.
• Maintains and implements salary tables for all staff on an annual basis.
• Performs other related duties as assigned by the Superintendent of Schools, Assistant Superintendent for Finance and Operations and/or the Director of Accounting and Business Services.