Job Description

Title:   PAYROLL COORDINATOR

Position Type: Non-Exempt

Primary Function:

Performs a high degree of technical accounting work in the operation of the payroll system including processing, handling, reconciling, and controlling a broad range of payroll transactions and confidential records. The payroll coordinator plays a crucial role in maintaining smooth payroll operations, guaranteeing timely and accurate compensation for all employees.

Minimum Qualifications:

• Bachelor's degree in Accounting, Finance, Business Administration or a related field preferred, or a minimum of two to three years’ experience, preferably supplemented by college level credits in accounting and business administration leading to an associate degree; and two to three years’ experience in governmental accounting; or any equivalent combination of training and experience which would provide the acceptable knowledge, abilities and skills, as evidenced in the following performance responsibilities.

Knowledge, Skills and Abilities:

• Excellent customer service skills
• Considerable knowledge of payroll principles and practices.
• Knowledge of modern office practices, procedures, and equipment. MUNIS experience preferred.
• Experience using MS Office.
• Ability to operate and maintain an electronic time and attendance system.
• Ability to assemble and organize complex data with a strong attention to detail.
• Ability to maintain strict confidentiality.
• Ability to analyze, examine, and verify financial documents and practices.
• Ability to prepare a variety of reports and analyses.
• Ability to communicate effectively, orally and in writing.
• Ability to follow oral and written instructions.
• Ability to quickly learn procedures used to report information and maintain records.
• Ability to establish and maintain effective working relationships with outside contacts, school-based staff, principals, directors and other school board employees.
• Ability to work independently on assignments under general supervision.

Performance Responsibilities:

• Process a variety of payrolls through various phases, ensuring proper information is assembled.
• Process new hires, terminations, and retirements in MUNIS, Kronos, and the Virginia Retirements System
• Thoroughly examine and confirm timesheets, attendance records, and other pertinent documents to ensure precision and adherence to company policies and legal obligations. 
• Assist employees with any payroll related questions, issues, and the Employee Self Service
• Collaborate with the Human Resources department to ensure accurate and thorough recording of employee benefits, such as health/dental insurance, optional benefits and retirement plans in the payroll system.
• Processes payroll information for given pay periods into general accounting records.
• Processes and records sick leave records Family Medical Leave Act (FMLA), long-term medical (LTM), Hybrid disability, personal and annual leave for all employees; periodically provide employees with leave balance statement.
• Records changes in rates, hours, and deductions accurately in payroll records.
• Prepares vendor checks and supporting documentation accurately and on schedule.
• Calculate, collect, and request payments for garnishments, liens, and child support.
• Maintains general and supporting records and postings for general and special funds.
• Stays abreast of payroll procedural changes.
• Prepares consolidated reports, summary reports, and payroll and tax reports.
• Process monthly journal entries to balance accounts.
• Prepares necessary reports for other governmental levels.
• Recommends changes in procedures and implements upon approval.
• Processes employee fringe benefits including VRS retirement and health/dental/life insurance.
• Reconcile and processes monthly Electronic Funds Transfer (EFT) for Cobra and retired employees.
• Performs other duties as assigned by Payroll Supervisor.
• Essential personnel: In the event of severe weather conditions or emergency situations, the School Division may suspend normal operations and/or cancel classes. If this occurs, all employees deemed essential must remain at or report to their work as soon as conditions reasonably permit. The designation of essential depends on an employee’s duties as well as the circumstances for suspension of normal operations.

Working Conditions & Physical Requirements:

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 accommodation may be made to enable individuals with disabilities to perform essential functions. Must have the ability to sit for extended periods of time; exhibit manual dexterity to dial a telephone, to enter data into a computer terminal; see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal levels and on the telephone; speak in audible tones so that others may understand clearly in person and on the telephone; ability to understand and follow oral and written instructions; physical agility to lift up to 25 pounds.

Reports to:

Payroll Supervisor

Terms of Employment:

Twelve months a year. Salary according to School Board Pay Plan.

Evaluation:

Performance in this job will be evaluated in accordance with School Board policy and administrative regulations on evaluation of non-licensed personnel.

1/15/2025