Payroll Specialist

Department: Finance • Reports to: Chief Financial Officer • FLSA Status: Non-Exempt • Contract Status: Full-time, 12-month

About the role

Under general supervision, perform all aspects of preparing and processing payroll on a monthly basis.

Responsibilities

• Maintain confidentiality of all payroll information.
• Enter data related to new employees (salary, deductions, OCAS coding).
• Annually update and verify salaries of employees and change OCAS codes as needed.
• Accrue employee salaries at the beginning of the school year.
• Balance and process payroll for all certified and non-certified personnel for all funds each month.
• Prepare and submit payroll reports and forms including those required by the Internal Revenue Service, Social Security Administration, State Tax Commission, and Teacher Retirement System.
• Reconcile payroll totals and billings and process payments for all payroll deductions such as Insurance, 403B vendors, Teacher Retirement System, and other defined contributions.
• Submit payroll direct deposit to bank 2 days before each pay date.
• Receive and process garnishments and tax levies including notifying employees and preparing responses to appropriate authorities.
• Ensure correct coding of all payroll expenditures per OCAS guidelines.
• Coordinate with federal program representatives to ensure appropriate coding of payroll paid through federal funds.
• Assist employees with questions concerning all areas of payroll.
• Gain proficiency and understanding of accounting software (WenGage) and HR software (Frontline).
• Respond to requests for Verification of Employment from appropriate institutions.
• Work with Section 125 plan election and revocation forms.
• Balance, prepare, distribute, and submit W2 information in a timely manner to employees and Social Security Administration.
• Prepare and submit required reports to Oklahoma State Department of Education including Administrator and Teacher salary and fringes.
• Interact with external auditor; provide access to payroll and other related records as required.
• Prepare and submit forms to Oklahoma Teachers Retirement System for retiring employees.
• Provide Accreditation Officer with requested materials and files including teacher accreditation and flexible benefits information.
• Generate miscellaneous reports as requested by supervisor.
• Assist with multiple payroll related special projects.
• All other duties as assigned by the administrator.

Requirements

• High school diploma or equivalent.
• Three (3) years of experience in a closely related field.
• Computer literate with excellent written and oral communication ability.
• Ability to follow all district policies and procedures.
• Ability to work independently, displaying initiative and enthusiasm for the tasks being done.
• Strong communication skills, orally and in writing, with faculty, staff, team members, and administrators.
• Ability to work without supervision and as a team player.
• Ability to manage confidential information in a manner that respects students, families, and employees.
• Ability to listen effectively.
• Ability to complete multiple tasks simultaneously.
• Ability to speak clearly in a well-modulated voice with good diction.
• Ability to read, write, and interpret the English language in a variety of forms including procedure manuals and school law books.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to create, edit, and share digitally in both Microsoft Office and Google environments.
• Ability to fully understand and maximize capacity of district accounting software (WenGage) and district HR software (Frontline) and to assist other district staff in doing so.
• Current driver's license in good standing.

Physical demands

• While performing the responsibilities of the job, the employee is required to talk and hear.
• Frequently required to sit and use hands and fingers to handle or feel and reach with arms and hands.
• Frequently repeats the same hand, arm, or finger motion such as when word processing or setting up payroll information.
• Occasionally required to stand, walk, climb or balance, and stoop, kneel, crouch, or crawl.
• Required to lift up to 10 pounds frequently and up to 25 pounds occasionally.
• Vision abilities required include close vision.

Work environment

• Work area is inside.
• Noise level in the work environment is usually quiet to moderate.
• Walking traffic of employees and visitors through the work area is frequent and normal.