Job Title: Payroll Clerk 2021-2022-198
Reports to: Payroll Supervisor
Status: 1.0 FTE – Fiscal Year Position
Starting Pay: $17.46 - $19.08 with a competitive comprehensive benefits package and state retirement.
Essential Job Functions for Payroll
- Serves as payroll clerk processing two monthly payrolls and any interim payroll as needed.
- Monitors assigned payroll activities and/or program components (e.g. County, State, and Federal agencies, tax laws, FMLA, etc.) to ensure compliance with established financial, legal, and/or administrative requirements.
- Assists Auditors to provide supporting documentation and/or information on the internal process that is required for audit.
- Researches discrepancies of payroll information and/or documentation (e.g. timesheets, leave time, salary, supplements, longevity pay, stipends, FMLA, etc.) to ensure accuracy and adherence to procedures before processing.
- Processes a wide variety of payroll information, documents, completes data entry, and responds to inquiries regarding payroll (e.g. direct deposits, pre-notes, W-4s, salary, levies, garnishments, investments, voluntary and involuntary contributions, timesheets/payroll, salary adjustments, longevity pay, union dues, benefits, leave balances, tax deposits, etc.) to ensure the availability of documentation and compliance with established policies and regulatory guidelines.
- Processes a variety of year-end duties to close at Fiscal Year-End to roll over to New Accounting Year.
- Prepares and submits payroll/benefit-related reports to state and federal agencies (e.g. state and federal taxes, retirement plans (TRS & PERS), TEAMS, OPI (compensated absences and expenditures), W-2s).
- Assists with new hire orientation and provide ongoing training on the timekeeping system.
- Response to 403(b) inquiries from managers and employees relating to enrollments, plan changes, and contribution amounts, manages the annual catch-up contribution enrollment. Works with 3rd Party Administrator and compiles the yearly report.
- Liaison between staff and the timekeeping system on issues, problems, or concerns.
- Builds new hire profiles in payroll and timekeeping system.
- Processes termination payroll within the state-required time frame.
- Prepares a variety of payroll-related documents (e.g. invoices for overpayments, special pay from schools, retirement plan transfers, ACH transfers, voluntary and involuntary contributions, W-2 controls, worker’s compensation checks, budget, risk management, verification of employment and salary, etc.) to document activities, providing written reference, and/or conveying information.
- Assists in implementing accounting procedures to provide internal financial controls throughout the district and ensure compliance with established accounting practices and all applicable regulatory requirements.
- Collaborates with other administrative personnel and/or outside agencies (e.g. district personnel, outside agencies, community organizations, etc.) to implement and maintain services and/or programs by established financial policies, practices, laws, and/or regulatory guidelines.
- Compiles statistical and payroll data from a variety of sources (e.g. etc.) to provide summaries to other personnel and/or ensure compliance with established guidelines.
- Informs other staff and/or outside parties regarding procedural requirements for processing transactions.
- Recommends policies, procedures, and/or actions on issues that relate to financial operations to provide direction and/or make decisions for the district.
- Participates in workshops, in-service training, etc. to convey and/or gather information required to perform job functions.
- May be required to become a public notary.
Knowledge Skills Abilities Competencies
- Principles and techniques involved in payroll;
- Preparation, monitoring, and control;
- Payroll related accounting practices;
- Labor contracts and their impact on the payroll;
- State Education Codes State and Federal laws.
- Analyze data utilizing defined but different processes;
- Work with a diversity of individuals and/or groups;
- Work with a variety of data, and utilize job-related equipment;
- Problem solve to analyze issues and create action plans;
- Perform basic math, including calculations using fractions, percent’s, and/or ratios;
- Read technical information and solve practical problems;
- Maintain confidentiality;
- Meeting deadlines and schedules;
- Setting priorities; and
- Work as part of a team with detailed information/data and frequent interruptions.
- Performing single, technical tasks with a need to occasionally upgrade skills to meet changing job conditions;
- Preparing and maintaining accurate records;
- Using pertinent software applications;
- Applying flexibility to work with others in a wide variety of circumstances.
- Substantial experience working with and processing payroll.
- Progressively responsible accounting experience.
- Successful experience working with Governmental accounting.
- Successful experience processing payroll and performing accounting functions in a school environment.
Necessary Special Requirements
- A valid Montana Driver’s license to perform the essential functions of the position.
General office equipment and tools.
Physical and Mental Demands and Work Hazards
- Performs routine office work.
- Regularly works inside with minimal temperature variations.
- Ability to meet deadlines with severe time constraints.
- The environment can be stressful due to the nature of the work and demands on time.
- The noise level in the work environment is usually quiet to moderate.
- Frequently required to sit; occasionally walk and stand.
- Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus.
- May be required to lift or carry up to 10-30 pounds regularly with or without accommodation.
- Guidance and reinforcement are usually available.
- Frequently involved in interactions that require oral and written communications.
- Exercises flexibility and the ability to shift from one task to another.
- Occasional travel/mobility between schools, or between schools and the Administration office, may be required.
- Occasionally works near moving mechanical parts.
- Effective hearing and speech abilities.
- The work area is generally a hazard-free environment.
- Demonstrates regular attendance performing duties as described.
- Reports to work fit for duty with characteristics inherent to the position.
The duties, physical demands, work-environment characteristics, and mental/motor demands described within this vacancy announcement are representative of those that must be met by an employee to successfully perform the essential functions of this job with compliance with the Americans with Disabilities Act Amendment Act (ADAAA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.