Pay Grade:                AD (Non-Exempt Support Staff Salary System)

Department:              Payroll            

Accountable To:        Payroll Administrator

FLSA Status:             Non-Exempt

Calendar:                   261 Days

Creation/Revision Date:       January 8, 2024    

Summary:

Under general direction, incumbent(s) provide support to employees related to payroll procedures and functions; duties include compiling payroll data, making changes, obtaining supporting documentation, troubleshooting, inputting the data into the payroll system, and verifying that deductions and payments are accurate.  Incumbent(s) work with the Human Resource and Budget/Finance departments to ensure that all employees are recorded and funded accurately.

Essential Functions:

• Verifies that all payroll time records are submitted. Inputs time records into various payroll system.  Interfaces timekeeping program with Employee Management System (EMS).  Audits payroll records to ensure compliance with FLSA and District chart of accounts.  Researches and collects supporting documentation to correct identified discrepancies.
• Calculates and prorates salary amounts and leave benefits for current employees and insurance refunds and vacation payouts for terminating/retiring employees. Calculates salary amounts for new hire/District employees who are not on the regular calendar and reports the salary amount to Human Resources.
• Researches, analyzes, and responds to inquiries from District employees regarding payroll issues and procedures. Notifies employees regarding changes to their salary, paychecks, or payroll procedures.
• Maintains payroll status of all current employees by updating computer programs and files. Verifies teacher and administrator contracts for accuracy, and maintains pay plan options.
• Researches, analyzes, and responds to inquiries from supervisors and timekeepers regarding the implementation and maintenance of automated timekeeping systems, manual timekeeping processes, District payroll policies, FLSA compliance, performing edits, and auditing payroll data.
• Maintains and utilizes queries in AS/400 system to assist in payroll functions.
• Processes Tax Shelter Annuity (TSA) and voluntary deductions, retirement buybacks, savings deductions, tax levies, etc.
• Analyzes and verifies that 403B Salary Reduction Agreements follow Federal laws and District procedures. Issues letters to communicate with District employees who participate in the 403B program regarding changes in laws and District requirements for TSA compliance and enforcement.
• Applies Federal and State tax laws to ensure compliance in withholding, payment, and reporting of payroll taxes withheld and voluntary deductions. Reconciles and submits reports and payments to governing agencies as determined to avoid penalties.
• Analyzes pro-forma reports to ensure accuracy and processes actual payroll checks for special pays, manual checks, short-term disability checks, and supplemental pays.
• Provides assistance to payroll technician regarding payroll duties and procedures.
• Reviews court orders to establish Child Support deductions, and maintains appropriate records of such. Reports garnishment names and check amounts to the Maricopa County for verification or refusal.  Submits verified checks to County in accordance with scheduled deadlines.
• Cooperates with the Insurance and Risk Management departments to maintain employee insurance premium deductions and to coordinate short-term disability, family medical leave, and Worker’s compensation functions with payroll functions; ensures that leave usage, leave accruals, and payroll payments are accurate.
• Attends professional development meetings to stay current with updated payroll functions and procedures. Gives presentations to employees as assigned by the Payroll Administrator.
• Creates forms and letters that assist in processing payroll functions, such as TSA forms, class coverage forms, Kronos timesheets, direct deposit forms, rejection letters, pay plans, pay date and timesheet calendars.
• Researches and submits employee histories for salary verification requests from various institutions.
• Other job-related duties as assigned.

Required Qualifications:

To be eligible for this position, an applicant must meet the following required qualifications. Verification of these required qualifications is necessary.

• High School diploma or equivalent (G.E.D.) prior to being hired;
• Three years of payroll experience

Preferred Qualifications:

It is preferred that applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.

• Bachelor’s degree in Accounting, Finance, or related field;
• One year of school district payroll experience;
• Proficiency in English and Spanish language.

Knowledge and Skills Required:

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Skills required, but not limited to, for this position include:

• Applying Federal and State laws governing payroll and wage payment;
• Troubleshooting processing errors;
• Demonstrating presentation techniques;
• Understanding payroll accountability;
• Organizing data and differentiating high priority tasks;
• Creating spreadsheets for payroll functions;
• Utilizing automated timekeeper systems;
• Using computer software related programs;
• Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc. to exchange information.

Physical Requirements:

The physical requirements 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 regularly required to sit; use hands to finger, handle, or feel; and talk or hear.  The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.

Working Conditions:

The working environment characteristics described here are representative of those an employee encounters while performing 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 occasionally exposed to moving mechanical parts.  The noise level in the work environment is usually moderate.

The Washington Elementary School District is an Equal Employment Opportunity Employer in compliance with Title VI of the Civil Rights Act of 1964, Civil Rights Act Title VII of 1972, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990. Washington Elementary School District does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identify or expression, disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students. For information regarding discrimination grievance or complaint procedures contact the Executive Director for Human Resources at 602.347.2801.