WORKING RELATIONSHIPS:      

This position interacts regularly with various administrators, support staff, and other district employees.  Contacts with individuals outside of the district include frequent contact with various vendors, collection agencies, banks and other lending institutions, State of Washington Office of Superintendent of Public Instruction, Educational Service District 105, and other educational and governmental agencies.

GENERAL DUTIES:           

The Payroll Officer processes payroll transactions for certificated, classified, coaching and substitute personnel.  Responsibilities include setting up payroll records for new employees, revising and updating payroll status for continuing employees, accounting for employee leaves, preparing information for the issuance of warrants, processing billings for employee tax shelters, employee insurance coverage, preparing reports for governmental agencies as required.  Respond to employee questions concerning payroll related matters.  Requires close communications with the personnel and accounting departments.  Assist in the development of confidential information that may be used in the negotiation process.

ESSENTIAL FUNCTIONS:

·         Verify data submitted, including initial accuracy of information submitted from a variety of source documents, and monthly verification from generated reports.

·         Enter payroll information from employee source documents including W-4 detail, tax deferred annuities, dues, direct deposits, tax codes, and address changes.

·         Create initial “set up” of computerized payroll file for each individual employee; collect and verify all data from source documents; determine and enter codes; verify all data using custom reports in order to assure proper pay and benefit calculations.

·         Perform necessary computations from source documents by determining appropriate type, pay and account codes; create and enter additional individual employee contract pay or pay lines as required by computer system or specific payroll software requirements; reconcile all data entered in system.

·         Verify preparation of, and initiate process of, data manipulation, and mass updating, and determine accuracy of impact on employee files.

·         Establish individual employee leave balance accounts including initial set up and annual roll-over of all employee leave balances; process monthly employee reports of absence which require specific calculations and deductions to individual employee leave balances as per contractual agreements and in consideration of source documents submitted; resolve any discrepancies concerning leave balances.

·         Assist and respond to employee inquiries regarding the completion of benefit forms; answer employee questions concerning payroll-related matters.

·         Responsible for computing and processing employee termination including leave pay, COBRA benefits, and retirement.

·         Monitor tax shelter annuities and deferred compensation programs; update user-defined fields for annuities and flexible benefits.

·         Record workers compensation payments and track time lines and cut offs.

·         Determine and notify budget officer of account changes that require budget transfers.

·         Prepares warrants; make necessary entries and/or adjustments to employee records and vendor records; prepare notification to Yakima County Treasurer.

·         Prepare warrant register for Yakima County Treasurer.

·         Responsible for filing of payroll taxes and meeting all deadlines associated with payroll.

·         Reconcile vendor deduction reports and submit payments to vendors, including medical, vision and dental; distribute employee pay stubs/checks.

·         Maintain and submit payments for COBRA coverage.  Accumulate data to initiate process for eligible COBRA coverage.

·         Maintain historical records and files in both microfiche and paper form.

·         Prepare PAYPERS reports as needed by payroll, district departments, unions and other external entities.

·         Calculate and process dues deductions according to various contractual agreements.

·         Receive, date stamp and sort incoming mail.

·         Responsible for computing and processing yearly buyback options, including sick leave, personal leave and vacation.

·         Coordinate the process of conducting annual elections for VEBA participation for each bargaining unit.

·         Meet with new employees to explain benefits and payroll procedures.  Receive completed payroll forms and benefit packages; complete payroll status forms and payroll record cards.

·         Coordinate open enrollment for insurance benefits for employees, notify employees of changes to premiums and benefits; work with employees individually to select insurance coverage and complete applications.  Forward completed applications to insurance providers; update computer deduction records.  Communicate with insurance carriers regarding problems as needed.

·         Prepare the annual W-2 forms; verify information and update records as needed; process the annual withholding statements and distribute the W-2 and the withholding statement to employees.

·         Plan, organize and coordinate the District’s annual benefits fair.

·         Perform related duties consistent with the scope and intent of the position.

MINIMUM QUALIFICATIONS:      

Education and Experience

1.        High school diploma or equivalent required.

2.        Bachelor’s degree in accounting, business administration or related field preferred.

3.        Minimum of five (5) years of payroll accounting experience required.

4.        School district payroll accounting experience preferred.

5.        Background check, fingerprinting, and sexual misconduct disclosure release.