Payroll Clerk/ Administrative Assistant

Classification: Non-Exempt

About the Role

Under the direction of the Business Administrator, the Payroll Clerk is responsible for all duties associated with employee compensation, including benefits administration. This position handles payroll processing, State of New Hampshire and Maine reporting, and may involve tax reporting to other states as necessary. The role requires significant accounting experience with an emphasis on payroll processing and knowledge of all levels of accounting.

Responsibilities

• Process retirement/withdrawal forms and enrollment beneficiary forms for NHRS (New Hampshire Retirement System), ensure compliance with NHRS policies, regulations, and rules, and update NHRS via web interface as required.
• Report monthly retiree hours and payroll dates via NHRS Module.
• Verify employee deductions (both pre-tax and post-tax) for health and dental insurance, 125s, and other fringe benefit plans.
• Ensure compliance for 457 plan, process paperwork to vendor, and address employee inquiries.
• Process 403b paperwork to the account manager and address related questions.
• Maintain insurance buyback list and process insurance buyback checks.
• Coordinate AFLAC administration and payment bi-weekly, handle employee questions, and liaise with the AFLAC representative.
• Process deduction checks and bi-weekly/monthly deposit of taxes according to district rules.
• Process payroll documents for bi-weekly, summer school, bonus, and end-of-year paychecks, including grants.
• Calculate deductions/withholdings (e.g., federal tax, FICA, annuities, union dues) and verify as needed, especially for "tax-sheltered" withholdings.
• Enter payroll data into computer systems (e.g., Excel, Google Sheets) as directed by the Business Administrator.
• Run employee direct deposit notifications and paper notifications via the payroll module.
• Execute payroll processing, including receipts and checks, and run off-cycle payroll for corrections or special situations.
• Prepare payroll manifests and collate checks for distribution.
• Provide support for internal and external customers regarding payroll and employment verification.
• Process checks for Federal tax payments through EFTPS.
• Review new employees entered into the payroll system (audit requirement).
• Manage and close out employees who leave or retire from the District.
• Manage the NHRS database with state and SAU office.
• Gather and process all time cards/absence reports, verify hours/times/dates/signatures.
• Verify slips with pay/no-pay days for hourly employees.
• Follow up with schools regarding questions, errors, or missing signatures, and track down missing employee information.
• Organize sub/non-sub files.
• Assist the Business Administrator in various financial/payroll-related tasks, resolve errors, and support staff with a service-oriented attitude.
• Compute and prepare tax forms for submission to state and federal agencies (bi-weekly, monthly, quarterly as appropriate).
• Prepare W-2s and other year-end reports.
• Maintain files of W-4s and assist with preparation for audits (Primex, NHRS, IRS, district-wide).
• Maintain employee information screens, including tax changes, retirement updates, credit union, 403B, and IRS garnishments.
• Meet reporting deadlines for Section 125s, retirement reports, IRS tax payments, new hires, employment verifications, child support requests, W-2s, W-3s, 941s, workers' compensation forms/logs, and ACA payroll reporting.
• Process 403B annual notifications for all employees who worked in the calendar year.
• Process verification of employment requests as required by law.
• Handle employee enrollment forms, claims, tax information, and submit the annual SSW report to the IRS.
• Process, verify, reconcile, and submit 941 quarterly tax reports.
• Process unemployment reports, reconcile data, and submit diskettes quarterly.
• Verify W-2s, match annual amounts with 941s, and correct errors with the IRS and Social Security Administration.
• Track union dues and update information with union treasurers.
• Process stop payment requests with the bank and update payroll accordingly.
• Process wage requests from workers' compensation, NH Retirement, and other agencies as required by contractual or legal obligations.

Requirements

• Associate’s degree or equivalent training in Accounting/Payroll.
• Prior payroll experience.
• Knowledge, experience, and/or training on FLSA, NH Statute Chapter 275, and Federal Wage and Hour Laws.
• Knowledge of/experience with NHRS data reporting and reconciliation.
• Self-starting with a strong ability to work independently, self-train, and stay motivated.
• Ability to work collaboratively with co-workers and employees.
• Strong organizational and time management skills, with the ability to adhere to strict timelines.
• Excellent written and verbal communication skills.
• Detail-oriented with a professional and pleasant demeanor.
• High degree of discretion and confidentiality for personnel and other sensitive information.
• Experience with payroll software systems; experience with "Infinite Visions" Software preferred.
• Experience with MS Office, Google Suite, Gmail, and Google Calendars.
• Proficient in using Excel/Google Sheets to complete business objectives.

Preferred Qualifications

• Bachelor’s degree or equivalent.
• 2-4 years of payroll experience.
• Payroll experience in a school district (preferred but not required).
• Experience processing payroll through "Infinite Visions" accounting software.
• Experience with NHRS reporting.
• Experience processing 941 quarterly payroll reports.
• Experience processing federal tax forms (W-2s, ACA Reporting).
• Experience with Fund Accounting.
• Experience processing and reporting payroll in New Hampshire.

Working Environment

• Frequently required to stand, walk, sit, type, answer phones, and use email.
• Regularly required to see, talk, hear, and use hands/keyboard.
• Occasionally required to reach with hands and arms, climb steps, stoop, kneel, or crouch.
• Must occasionally move equipment, supplies, or files as necessary.

Schedule

260-day position, full-time, year-round. 8 hours per day, with the possibility of additional hours as approved by the Superintendent or Business Administrator, subject to applicable FLSA and Wage and Hour regulations.

Benefits

Benefits provided in accordance with the Support Staff Handbook.