Job Title:                    Payroll Coordinator

Reports To:                 Supervisor of Accounting

Department Head:       Chief Financial Officer

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

 

1. PERFORMANCE RESPONSIBILITIES:

Assists the Supervisor of Payroll with leading, directing, and supporting employees in all areas related to payroll and employee benefits, including the following areas but not limited to: payroll processing, benefit administration, leave administration, retirement, state and federal reporting.

 

Prepare, establish and maintain current and accurate records and databases related to compensation and benefits of full-time employees, substitutes, school interns, contract workers, CECP coaches and hourly workers.

 

Coordinate the substitute and supplemental payroll process with schools and other departments for the purpose of ensuring compliance with Federal and State law and School Board policies to include timely payment and remittance.

 

Prepare, review and process monthly substitute and supplemental payroll. This includes extracting payroll data from the substitute system, computing payroll for hourly employees, calculating overtime pay, contract employees, monthly stipend pay and ensuring grant related payroll is accurately recorded.

 

Prepare, review and process any special supplemental payrolls such as Staff Development and state supplements.

 

Serve as the contact for employees regarding payroll, deduction and benefit inquiries.

 

Respond in a professional and confidential manner to all inquiries.

 

Work with employees and supervisors to resolve the issues.

 

Input/update employee payroll data relative to new employment, terminations, status changes and benefits into the HRIS system in a timely and accurate manner such as demographics, tax withholdings, direct deposit and benefit changes.

 

Bill schools for extra transportation, athletics and school funded after school activities.

 

Assist in the year end closing process and annual audit process.

 

Performs internal audits as needed to ensure accuracy with payroll, benefit and leave reporting.

 

Review and verify all new hire data in the HRIS system related to payroll, benefits and leave.

 

Complete verifications as requested for wages, social security, retirement and insurance benefits.

 

Administer employee benefits including health, dental, vision, life, and all other voluntary plans. Enroll all new applicants and process enrollment changes in the BCBSLA and UNUM online system. For all other carriers, prepare and submit enrollments, changes and terms for new hires, current employees, retirees and COBRA participants.

 

Communicate with all carriers on demographic changes and insurance card requests.

 

Advise and assist employees and retirees on all benefit related questions including qualifying events, policies, coverages, appeals and health vesting. Communicate with carriers on benefit issues.

 

Reconcile monthly insurance bills to ensure accuracy with deductions and communicate with carriers on billing issues.

 

Responsible for COBRA administration. Input all terminations into TPA website and monitor participants monthly for payment and enrollment changes. Update TPA with premium changes annually.

 

Responsible for communicating with Medicare eligible retirees and spouses on the Medicare and Humana process. Guide them through the Medicare enrollment process and schedule their enrollment with our Humana representative.

 

Review the monthly Humana membership report and communicate with those that have been terminated due to the loss of Part B or other enrollment issues.

 

Monitor and calculate employee sick leave, leaves of absence, workers compensation and vacation time payroll records. Adjust monthly payroll earnings due to over usage of leave allocated.

 

Provide FMLA documentation and guidance for employees on extended leave. Complete UNUM Disability certifications for applicable employees.

 

Review the weekly timesheet submittals through the Time & Attendance system for all employees; notify employees and campus administrators of discrepancies in time or leave documentation. Advise supervisors regarding payroll compliance issues in regards to time and attendance or leave documentation.

 

Responsible for resolving absence time management system issues and updating the system with routine maintenance and end of the year rollovers.

 

District trainer for the absence time management system. Assist the campus administrators with the day to day implementation of the substitute system. Responsible for training new campus administrators on the substitute and time & attendance system. Assist the substitutes with their accounts.

 

Assist and train employees with setting up their account and accessing the Employee Service Portal for leave and payroll information.

 

Assist with the Workers Compensation claims including data recording, leave administration and indemnity payments.

Meets deadlines and responds to requests in a timely and efficient manner.\

 

Maintains communication with immediate supervisor, keeping him/her informed of problems, concerns and significant developments.

 

Performs other related duties as assigned by supervisor.

 

1. The employee shows professionalism in attitude and conduct

                

Accepts constructive feedback.

 

Identifies problems and issues and works collaboratively to contribute ideas and find solutions.

 

Maintains communication with immediate supervisor, keeping him/her informed of problems, concerns, and significant developments.

 

Uses verbal and non-verbal communication in a manner respectful of others.

 

Writes and speaks clearly and concisely so that the message is understood.

 

Develops and maintains a safe and caring environment.

 

Demonstrates positive support through actions and words as ambassadors of the schools and districts.

 

Treats others in a respectful and helpful manner.

 

Cooperates with administration in the performance of additional duties.

 

Completes tasks, reports, and documents accurately according to specified timelines and expectations.

 

Maintains self-control.

 

Adheres to Board policies and procedures and administrative rules, guidelines, and regulations.

 

Adheres to district guidelines relative to attendance.  Regularly reports to work on time and works additional hours when deemed necessary.

 

Adheres to ethical, legal and professional standards.

 

Applies laws, policies, regulations, and procedures fairly, consistently, wisely, and compassionately.

 

Follows directives as assigned by the administrative director.

 

Refrains from revealing confidential information.

 

Uses proper administrative procedures for making requests and resolving conflicts. 

 

METHOD OF EVALUATION

At least once per year by Chief Financial Officer.

 

OTHER DUTIES AND RESPONSIBILITIES

Other duties may be assigned.

 

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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.

 

EDUCATION AND CERTIFICATION

Preference of Bachelor's degree in accounting or related business field or equivalent job experience.

 

PHYSICAL DEMANDS: The physical demands 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 frequently required to stand, walk, speak, hear and sit. Occasionally the employee will bend or twist at the neck more than the average person. While performing the duties of this job, the employee may occasionally push or lift up to 50 lbs such as boxes of books and AV/VCR carts. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, and the ability to adjust focus.

 

WORK ENVIRONMENT:  The work environment described here is representative of which 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 frequently exposed to a noise level in the work environment which is moderate to loud. The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) 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.