26 - Executive Assistant - Payroll

Pueblo School District 60•Pueblo, CO

6d•Onsite

About The Position

The Executive Assistant - Payroll performs payroll functions to ensure accurate, complete, and timely processing and distribution of payroll and related reports. Maintains data for employees and reconciles monthly statements. He/she performs work of a complex nature in accordance with established procedures and guidelines as well as local, state, and federal law.

Requirements

Experience/knowledge in payroll/accounting field.
High School Diploma or equivalent
Any combination of education, training, and/or experience equivalent to: AA Degree in Business Administration or related field, and five (5) years of secretarial/clerical experience
Employee must complete a fingerprint-based criminal background check and must be cleared by the Office of Human Resources
Must be able to communicate effectively in English, both orally and in writing, using proper grammar and vocabulary

Nice To Haves

Experience/knowledge in Alio Business Management Software.
Experience/knowledge with Frontline timekeeping system
Due to the complexity of duties and training required for the position, a long term commitment is preferred.
Spanish speaking skills

Responsibilities

Enter, audit, and reconcile employee status change forms, including review for appropriate authorizations and approvals and various payroll documents for all business entities in order to prepare pay period begin process
Assist in gathering payroll data for inclusion in financial statements, researching and preparing special reports for management, calculating military and jury duty pay, and processing garnishments and levies
Analyze, prepare and input payroll data, e.g.., direct deposits, garnishments, tax levies, wage assignments, deductions and benefits, child support orders for multiple states
Process garnishments; handle all documentation associated with garnishments including (a) answering the court in regards to requests for garnishments, and (b) verification of address and work location; calculate garnishments amounts on a monthly basis and prepare for processing with monthly payroll; prepare court related payments and mail all documentation to court and garnishee; resolve any and all issues regarding garnishments handled through payroll
PERA: ability to verify amounts withheld for payment to PERA; reconcile amount to monthly payroll; process payments to PERA; process requests for refunds and employment verifications from PERA
Life Insurance: verify life insurance amounts to be paid; update life insurance amounts when salaries are changed; process payment for life insurance; maintain schedule of amounts over $50,000 to be included as compensation to the employee
Health/Dental/Vision and Cobra: verify amount to be paid; reconcile amount to monthly payroll; process request for payment; receipt payments for health/dental & vision benefits when employees are on leave
Vacation and Leave Accrual: responsible for posting vacations and excused leave; conduct periodic audits of vacation balances (i.e., when requested by employee or when employee is considering retirement or sick leave)
Monitor overtime and report to administration as needed
Monitor absences and determine compliance with policy and contractual agreements making adjustments to pay and/or accumulated time as appropriate
Assist employees with computation of tax impact of decisions related to Section 125 elections and other tax benefit options
Research payroll tax and benefit issues that may arise in normal course of business or as a result of questions from employees or administrators
Process various payroll input approved spreadsheets for all locations pertaining to auto allowances, excused leave reimbursements, and other special payroll applications
Process employee pay while reconciling all data output payroll registers
Maintain knowledge of the language and processes required by different bargaining units
Reconcile hours received from the Frontline timekeeping system and import time and attendance data from time system into the payroll system
Develop in-depth understanding of HR/Payroll database in order to create Ad-hoc reports on demand
Assist grants managers by answering questions relating to differences between budget and actual and differences between periods
Act as backup and/or assist payroll supervisor with payroll related questions or needs regarding compliance or regulations research utilizing payroll resources available
Resolve issues regarding payroll within established payroll policies and procedures
Assist in providing documentation and reports to internal and company selected external auditor as assigned
Under the direction of the payroll supervisor, participate in payroll year-end and begin new year payroll preparations
Process year-end adjustment/payroll runs as assigned
Serve as backup to all locations' timekeeping personnel in processing employee time & attendance data from the time system to payroll and reconciliation of hour exceptions utilizing tools and audit reports available or developed in the time and payroll systems
Perform month-end vendor reconciliations
Cross-train other team members in specific areas of identified expertise such as training relative to efficient use of spreadsheet applications and linking techniques or reports within Alio Intelligence. Train staff and management on the Kronos timekeeping system
Perform special projects or duties as assigned
Create special reports for accounting and human resources departments with designated payroll system
Prepare and calculate accruals, and resolve complex employee requests
Perform internal control responsibilities
Perform any and all other duties as assigned by the Payroll Supervisor