Payroll Assistant

DEFINITION

This is specialized fiscal work at the full performance level that involves supervising the payroll process. An employee in this class is responsible for supervising payroll operations to ensure the timely and accurate production and distribution of payroll disbursements. The work involves establishing and administering payroll procedures and guidelines; providing support and oversight to all staff in the daily processing of the payroll; researching and resolving payroll problems; communicating procedures deadlines and schedules to administrative and school-level personnel; and supervising the processing of individual payroll deductions for retirement and other benefit programs. Employee performs most duties independently.

SUPERVISION

Work is performed under the general supervision of the Assistant Director of Finance with considerable independence in carrying out assigned tasks. Work may be performed without specific instructions. Official documents are reviewed in detail prior to publicati on or release. The incumbent has minimal supervisory responsibility.

DISTINGUISHING CHARACTERISTICS

This job classification is assigned exclusively to the Business and Finance Department.

The position assigned to this classification manages a subfunction operation program or initiative and has responsibility for the supervision of staff and/or a program requiring a single expertise. Employees supervised are most often clerical para-professional or semi-skilled.

ESSENTIAL FUNCTIONS OF THE CLASS (May not include all duties performed)

Plans initiates and completes business finance and payroll administrative functions.

Assist with supervising the daily processing of the payroll; review the process control records before each pay cycle to reflect appropriate pay date pay period effective date of payroll and payroll deductions; approve requests for payment of all obligations incurred by the payroll; reviews with the staff all exceptions noted on each payroll run report to determine further action.

Assist with supervising and administering procedures and guidelines for users regarding the processing of payroll through an electronic coding of payroll data; communicate guidelines schedules and deadlines to administrators and school personnel; train and provide guidance to program personnel regarding the payroll process and the completion of necessary forms and documents.

Supervises the maintenance of direct deposit data; communicates with employees and banks regarding requests cancellations and problems.

Implement cross-training initiatives within the Business and Finance Department focusing specifically on the responsibilities and processes of the Budget Analysis role.

Helps plan and coordinate payroll activities with other departments such as human resources and SECEPs fiscal agent in areas related to pay leave and benefits.

Import payroll and troubleshoot all problems encountered.

Complete payroll audits as needed.

Processes employee reimbursement transactions to ensure school employees are reimbursed accurately and promptly.

Manages SECEPs TimeTrex ERP system which handles time and attendance.

Assists with the processing of Workers Compensation audits sick leave bank payments and adjustments to leave balances ensuring that all laws policies guidelines and procedures are followed.

Processes payroll for over 700 exempt and non-exempt employees.

Assist in the development of annual workday tables for all classifications of employees by school division.

Maintain employee leave account/tracking system.

Manage Payroll email folder responding to employee inquiries.

Performs other duties as assigned.

REQUIRED KNOWLEDGE SKILL AND ABILITY:

Thorough knowledge of federal and State income tax withholding laws regulations and NPS policies and procedures for the accomplishment of the payroll function.

Thorough knowledge of automated payroll procedures payroll tax laws and procedures and basic accounting principles and procedures.

Comprehensive knowledge of microcomputer functions including the hardware and software applications of the office to which assigned.

Comprehensive knowledge of major educational business office secretarial functions modern office terminology procedures and equipment

Ability to interact with top-level officials and all staff with tact courtesy diplomacy and confidentiality.

Ability to lead others in performing required tasks and to monitor accomplishment of their work.

Ability to understand and follow complex oral and written directions and to resolve problems and questions arising in the payroll work.

Ability to utilize a computer keyboard at a reasonable speed and to input data accurately on a timely basis.

Ability to make relatively complex mathematical computations rapidly and accurately.

Ability to work well with others and to resolve confrontational situations arising with employees because of inaccurate delayed or lost checks courteously and with tact and discretion.

Ability to work well under pressure with constant deadlines and frequent interruptions.

Ability to communicate effectively both orally and in writing.

Good judgment mental alertness accuracy and integrity.

MINIMUM EDUCATION EXPERIENCE AND TRAINING REQUIREMENTS

Graduation from an accredited high school or GED supplemented by training on computer terminal usage typewriter and calculator; considerably clerical experience utilizing computer keyboard and terminals payroll processing and procedures and use of the typewriter and the calculator; or any equivalent combination of education and experience that would provide the above-noted knowledge skill and ability.

LICENSE

None

PHYSICAL ATTRIBUTES

Long periods of sitting at a desk and looking at a terminal screen; lifting heavy ledgers.

HAZARDS

Work involves exposure to normal everyday risks in an office environment

UNUSUAL DEMANDS

Work involves stressful situations meeting constant deadlines frequent interruptions and hostile confrontations with employees because of inaccurate lost or missing checks.