Payroll/Human Resources Specialist

Toledo School District 237•Toledo, WA

About The Position

The job of Payroll-HR Specialist prepares and processes payroll for the district. Responsibilities include accurate time accounting and computations for salary adjustments, deduction processing, pay reporting, benefits enrollment and retirement accounting. Process all vendor and Cobra medical payments.

Requirements

Bachelor’s degree or experience in business related area.
Proven success at working collaboratively with superiors and subordinates, the public and outside officials.
Demonstrated experience and proficiency with personal computers, fiscal software and spreadsheet programs - Excel preferred.
Ability to communicate effectively orally and in writing, interpret and implement administrative directives; develop, implement and evaluate accounting/fiscal systems; analyze complex data and make effective recommendations.
Ability to maintain confidentiality.
Effective verbal and written communication skills including reading, writing, and speaking.
Effective listening and eliciting information skills.
Effective in problem solving and conflict resolution.
Ability to troubleshoot problems.
Skill and accuracy in arithmetic and mathematical calculations.
Ability to organize and prioritize work, multitask, work with frequent interruptions.
Demonstrated knowledge of payroll, retirement and employee benefits terminology, rules, regulations and procedures.
Ability to meet strict deadlines and work under pressure.
Ability to work outside normal hours as needed.
Strong Excel Spreadsheet skills.
Criminal Justice Fingerprint/Background Clearance.

Responsibilities

Develops and implements policies and procedures for payroll, retirement and employee benefit processing.
Ensures the timely and accurate production of monthly payrolls; prepares payroll, including computations for salary adjustments, leave without pay, overtime and other miscellaneous deductions.
Compiles and inputs all payroll data by deadlines for certificated, classified and substitute employees; identifies, locates and corrects errors and discrepancies; runs final payroll.
Acts as a liaison with District staff and administrators; provides advice and counsel on payroll procedures and individual situations; trains staff on payroll procedures as necessary.
Interprets negotiated agreements as to their effect on pay, leaves, deductions, taxation, retirement and employee benefits; provides information, statistics and counsel during collective bargaining process and for payroll transactions.
Maintains seniority records and produces mandatory collective bargaining agreement group reporting.
Ensures establishment, maintenance, and security of payroll related records, documents, calculations, procedures, and reports.
Provides payroll, benefit, and retirement communications with staff, vendors, carriers, brokers, credit bureaus, banks, and other outside agencies; resolves issues and conflicts.
Administers the eligibility, payment and record keeping processes for employee retirement.
Administers the time worked and leave taken records and a variety of payroll deduction programs including leave without pay; ensures assignment of proper account numbers to pay and benefits.
Administers benefit plans; informs new and retiring employees of all benefits available to them according to state and federal laws; performs benefit deduction calculations and maintains benefit records.
Process sick leave buy-back payments as well as protracted vacation and personal leave payments.
Maintains a variety of payroll records and ensures the accurate preparation of a variety of mandated and requested reports; balances year to date totals monthly, prepares W-2’s, 1095 and 1096 and various withholding and taxation records and reports; ensures the reporting of payroll deductions made and transmittal of funds to deduction agencies.
Maintain attendance records for all employees; provides attendance reports as requested.
Represents the District at state and local functions related to payroll, retirement and benefits; attends meetings and consults with regulatory agencies; coordinates with auditors as required; coordinates with WSPIC, data processing personnel and other departments regarding the payroll and retirement systems.
Responds to and resolves payroll related questions and issues; performs background research as necessary.
Maintains current knowledge of rules, regulations, legislation, technology and procedures governing payroll; ensures compliance with regulations, personnel policies and negotiated agreements; develops and recommends new procedures; learns new skills as required.
Performs related duties as assigned.
Oversees compliance and processing of all garnishments, child support and tax levy and wage assignments as required by law.
Complies to audit requirements from third party vendors (i.e. Health and Welfare, Pension, ect.) as well as state and federal government audits.
Reporting for certified and classified employees via the S275 report that is required by the Office of Superintendent of Public Instruction to calculate funding for the School Apportionment Report.
Prepares Personnel budget annually.
Creates and maintains personnel position/work calendars.
Assists as requested during labor management meetings and contract negotiations for the purpose of meeting agency needs.
Conducts new employee orientation for certificated staff for the purpose of orienting employees to agency benefits, policies, procedures and state and federal regulations.
Maintain current knowledge of collective bargaining agreements for the purpose of accurately responding to inquiries from staff.
Participates in meetings, workshops and seminars as assigned for the purpose of conveying and/or gathering information required to perform functions.
Processes new hire and termination personnel action forms (PAFs) for the purpose of ensuring agency changes are documented.
Prepares and distributes annual certified contracts, classified time and effort sheets, and educational experience summaries in accordance with rules and regulations for the purpose of ensuring compliance with current legal requirements.
Provides data to prepare the S-275, assists in the resolution of information discrepancies and works with other staff for the purpose of ensuring the data needed for the S-275 report is accurate and submitted within the required timelines.
Receives and responds to staff inquiries regarding leaves of absence, Family Medical Leave ACT (FMLA) and the state paid Family Medical Leave processes and other applicable state and federal laws; verifies leave availability and FMLA status; coordinates beginning/ending dates with employees, tracks and maintains all related files; and communicates with medical professionals, employees, supervisors and payroll staff to complete information for the purpose of complying with State and Federal leave laws.
Regular and reliable attendance is required for the purpose of maintaining department operations.
Researches and responds to unemployment claims and participates in associated hearing for the purpose of controlling unemployment costs.
Responds to written and verbal inquiries from a variety of internal and external sources (e.g. answering procedural/policy questions and responding to surveys, ect.) for the purpose of solving problems, providing information, facilitating communication among parties and/or providing direction.
Processes documents and materials (e.g. job announcements, mandatory employment posters, mail, purges and archives files ect.) for the purpose of disseminating information and/or documentation to appropriate parties.