GRADE:

4140

POSITION CONTROL:

3100

B

2

2

DEPARTMENT:

Payroll

ACCOUNTABLE TO:

Administrator of Payroll

FLSA STATUS:

Non-Exempt

CLASS SUMMARY: Under general supervision, incumbent(s) maintains payroll records for district office employees, maintains timekeeper edits for district office employees, and processes warrant account records.  In addition, incumbent(s) completes verification of employment, and performs purchasing and clerical functions of the Payroll Department.   Incumbent(s) work with the Human Resources and Finance departments to ensure that all district office employees are recorded and funded accurately.

DUTY

NO.

ESSENTIAL DUTIES

FRE-

QUENCY

BAND/

GRADE

1.        

Verifies that district office payroll time records are submitted.  Inputs time records into various payroll systems.  Interfaces time keeping program with Employee Management System (EMS).  Audits district office payroll records to ensure compliance with FLSA and District chart of accounts.  Researches and collects supporting documentation to correct identified discrepancies.

Daily

15%

B2

2.        

Calculates and prorates salary amounts and leave benefits for current District Office employees and insurance refunds and vacation payouts for terminating/retiring District Office employees.  Calculates salary amounts for new hire District Office employees who are not on the regular calendar and reports the salary amount to Human Resources.

Daily

15%

B2

3.        

Maintains payroll status of all current district office employees by updating computer programs and files.  Verifies teacher and administrator contracts for accuracy, and maintains pay plan options.

Daily

10%

A1

4.        

Researches, analyzes, and responds to inquiries from District Office employees regarding payroll issues, procedures and District policies.  Notifies District Office employees regarding changes to their salary, paychecks, or payroll procedures.

Daily

10%

B2

5.        

Completes verification of employment and salary earnings by running queries, separating regular salary from other pays, and providing verbal verification and/or completing forms from various institutions.  Keeps a record of completed verifications.

Daily

5%

A1

6.        

Maintains and utilizes queries in AS/400 system to assist in payroll functions.  Analyzes pro-forma reports to ensure accuracy of special pays and supplemental pays for District Office employees.

Daily

3%

B2

7.        

Provides assistance to payroll assistant regarding payroll duties and procedures.

Daily

2%

A1

8.        

Maintains the Kronos Timekeeper edits for the District office employees, including maintaining employee schedules, printing time sheets and reports, editing payroll corrections, and inputting leave usage and exception pay.  Contacts employees upon identifying discrepancies of hours to be paid and/or contacts supervisors for verification and approval of employee edits prior to completion of edits for the payroll deadlines.

Weekly

      25%

A1

9.        

Processes warrant account records by accessing Maricopa County application, adding a new warrants for supplemental payroll runs or manual checks, editing warrant information, making sure the funds match the check amounts, tracing a paycheck of payment, reconciling added warrants to the payroll check register, determining to stop a payment, transferring funds, and interfacing District information to transfer funds and release warrants.

Weekly

10%

B2

10.     

Processes purchasing orders for the Payroll Department to include keeping inventory of supplies, researching supplies and costs, inputting purchase and warehouse requisitions, monitoring orders and outstanding purchase requisitions, providing purchase history to supervisor, and inputs enrollment information for on-line registrations for payroll staff.

Weekly 2%

A1

11.     

Cooperates with the Insurance and Risk Management departments to coordinate short-term disability, FMLA and Worker’s Compensation functions with payroll functions; ensures that leave usage, leave accruals, and payroll payments are accurate.

Weekly

1%

B2

12.     

Creates forms and letters that assist in processing payroll functions, such as TSA forms, class coverage forms, Kronos time sheets, direct deposit forms, rejection letters, pay plans, pay date and time sheet calendars.

Monthly

1%

B2

13.     

Attends seminars and meetings to keep updated on payroll procedures and shares learned information with payroll staff.  Assists with presenting payroll procedures to District staff.

Annually

1%

B2

14.     

Performs other duties as required.

As

Required

REQUIRED QUALIFICATIONS:

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

·         High School diploma or equivalent (G.E.D.) prior to being hired;

·         One year of office, clerical, or related 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.

·         College educational experience in finance, accounting, or related course;

·         One year of payroll experience;

·         One year of school district employment experience;

·         Proficiency in English and target 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:

·         Knowing federal and state laws governing payroll and wage payment;

·         Troubleshooting processing errors;

·         Knowing Fair Labor Standards Act;

·         Understanding wage payment;

·         Applying school district policies and procedures;

·         Applying telephone etiquette;

·         Using various types of office equipment;

·         Ability to organize data and differentiate high priority tasks;

·         Creating spreadsheets for payroll functions;

·         Applying business English, punctuation, grammar and spelling;

·         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 talk or hear.  The employee frequently is required to stand and walk.  The employee is occasionally required to sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; 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, depth perception, and ability to adjust focus.

WORKING ENVIRONMENT:

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 wet and/or humid conditions; moving mechanical parts; high, precarious places; fumes or airborne particles; toxic or caustic chemicals; and outside weather conditions.  The noise level in the work environment is usually moderate.