Job Description

Title: PAYROLL SUPERVISOR

Position Type: Exempt

Primary Function:

Under general supervision, supervises payroll staff and provides complex and specialized support services in the Department of Finance. The employee must exercise considerable initiative, independent judgment, and discretion in planning work, executing and revising procedures, and maintaining staff services.

Minimum Qualifications:

Bachelor’s degree in accounting, business administration or a related field, CPP and 3 to 5 years of experience in governmental accounting, payroll, and progressively responsible supervisory work; 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:

Considerable knowledge of payroll principles and practices.
Knowledge of supervisory principles and practices.
Knowledge of the application of computer software to accounting.
Knowledge of the laws governing garnishments, levies, and other deductions from wages.
Ability to operate and maintain an electronic time and attendance system.
Ability to create and implement accounting procedures designed to comply with generally accepted accounting practices and to improve operations.
Ability to prepare various financial and operational reports.
Ability to operate an integrated payroll/human resource software program.
Ability to plan, coordinate, and direct the work of subordinates.
Ability to establish and maintain effective working relationships with outside contacts, officials, school secretaries, principals, directors and other School Board employees.
Ability to assemble and organize complex data.
Ability to work independently on responsible and complicated administrative assignments.
Ability to compose effective and accurate correspondence.
Ability to quickly learn procedures used to report information and maintain records.

Performance Responsibilities:

Supervises, assigns and reviews the work of payroll staff; resolves problems as non-routine situations arise
Coordinates processing of School Division payrolls; schedules payrolls and ensures adherence to set schedules and deadlines; reviews and approves payrolls and related reports; reconciles payroll liability accounts; ensures proper general ledger coding; coordinates W-2 processing with County; verifies accuracy of wages and withholdings according to Internal Revenue Service guidelines.
Maintains knowledge of rate and procedural changes related to taxes and wages on the federal, state, and local level to ensure compliance and accuracy.
Assists payroll staff on various technical aspects of payroll processing.
Determines reinstatement of sick leave due employees and advises employees for record adjustments.
Records changes in rates, hours, and deductions accurately in payroll records.
Reconciles trial balance and balances accounts; prepares correcting journal entries; prepares journal entries for allocation of wages and wage and benefit accruals; approves payroll journal entries.
Reconciles cash wages from payroll control sheet to taxable wages for School payroll.
Assists with the annual audit; provides a variety of data including reconciliations, liability totals and other related figures.
Prepares and submits quarterly financial status report for the Federal Department of Labor.
Oversees audit of worker’s compensation wages to ensure accuracy of classifications.
Assists in the calculation of salary and benefits costs for budget purposes.
Prepares projected wage and benefit accruals for budget monitoring purposes; prepares accurately checks and supporting documentation on schedule.
Processes and records leave records; provides employees leave balances on paychecks.
Prepares consolidated reports, summary reports, payroll and tax reports.
Prepares necessary reports for other governmental levels.
Recommends changes in procedures and implements upon approval.
Coordinates administrative functions for the schools’ health, dental, disability, and worker’s compensation policies; compiles and maintains a variety of listings as required by the insurance companies, such as estimated payrolls; receives and responds to inquiries from insurance agents and provides information or direct inquiries to the appropriate officials.
Process insurance and VRS bills; allocate costs by fund and departmental activity.
Receives and responds to staff inquiries regarding policies and other payroll related matters.
Create export files and reports from Kronos to process payroll; maintains employee database in Kronos.
Performs other duties as assigned.

Reports to:

Chief Financial Officer

Terms of Employment:

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

Evaluation:

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

10/1/2003