INTERMEDIATE DISTRICT 287
CLASSIFICATION DESCRIPTION
CLASSIFICATION TITLE: Payroll Specialist DEPARTMENT: Finance INCUMBENT NAME:BARGAINING UNIT CLASSIFICATION: Unaffiliated
REPORTS TO:
Fiscal Services Manager or other employee of higher grade
FLSA DESIGNATION: Non-exempt
PART I – SUMMARY OF SCOPE OF CLASSIFICATION
This class is accountable for preparing and maintaining bimonthly regular, overtime and supplemental
payrolls for District employees and performing various payroll support activities.
PART II – MINIMUM KNOWLEDGE, SKILLS AND ABILITIES
A. EDUCATION AND EXPERIENCE: General Experience:
Three (3) years of experience in bookkeeping, accounts payable or clerical work involving finances. Special Experience:
One (1) year of the General Experience must have involved payroll preparation. Substitution Allowed:
College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equaling one-half (1/2) year of experience to a maximum of two (2) years.
B. CREDENTIALS:
C. LICENSURES, CERTIFICATIONS AND OTHER REQUIREMENTS:
D. CONTINUING EDUCATION REQUIREMENTS:
E. KNOWLEDGE, SKILLS AND ABILITIES:
1. Knowledge of payroll terminology, practices and procedures;
2. Knowledge of basic accounting and bookkeeping principles and procedures; 3. Knowledge of general office procedures;
5. Basic interpersonal skills;
6. Ability to read, understand and apply applicable contract guidelines and regulations; Ability to maintain records and files;
7. Ability to follow complex oral and written instructions;
8. Ability to operate office equipment which may include word processors, computer terminals or other automated equipment;
9. Ability to work with individuals from diverse backgrounds.
PART III – POSITION SUPERVISES:
May lead lower level clerical employees.
PART IV - ESSENTIAL FUNCTIONS
The following identifies the primary and essential functions of the position and is not intended to be an exhaustive listing of all duties.
1. Prepares bimonthly regular, overtime, and supplemental payrolls: reviews employee time cards and/or timesheets for accuracy and completeness and posts hours worked to master payroll cards;
2. Reviews personnel and/or payroll change notices and posts changes and/or adjustments to master files, e.g. new hires, transfers, reclassifications, terminations, retirements, overpayments and/or underpayments, wage increases, deduction changes (health insurance, union dues and/or fees, credit union payments, charitable contributions, bond or sheltered tax annuity payments, group life insurance payments, etc.);
3. Calculates gross wages; notes deductions on worksheets and deduction summary sheets; codes standard payroll action forms in conjunction with automated payroll system; prepares and totals various deduction worksheets, e.g. Medical and/or Insurance Providers, etc;
4. Prepares and submits summary sheets and transmittal certificates;
5. Performs various clerical accounting functions such as calculating balances and posting charges to expenditure accounts;
6. Prepares supplemental payrolls such as longevity payments, vacation pay, promotional adjustments, etc; 7. Calculates and processes retroactive payments, collective bargaining increases and annual increments; 8. Verifies providers' bills/payments;
9. Responds to employee inquiries regarding paychecks and payroll practices and procedures; 10. Maintains various records and files for payroll data and forms;
11. Keeps abreast of collective bargaining contract requirements and restrictions as related to payroll (dates for salary increases; overtime, shift differential and holiday pay restrictions, etc.);
13. May calculate and monitor payroll deductions for court ordered wage executions (garnishments, child support/levies);
14. May consult division or facility supervisors regarding employee time recorded; 15. Maintains personnel data, payroll and confidential reports for employee negotiations;
16. Assists in the preparation of reports and obtaining payroll information for employee negotiations; 17. Assists in preparation of data for use by the District in union negotiations;
18. Assists in preparing personnel information based on union contracts for use in union negotiations; 19. Maintains service credit and process contributions for TRA/PERA reporting;
20. Performs LCTS, Federal/State tax filing and unemployment wage quarterly reporting; 21. Prepares, balances, and distributes W2's;
22. Assists in the reconciliation of payroll payables to general ledger accounts; 23. Maintains accounts payable direct deposit expense information;
24. Maintain MyView (electronic employee personal information system);
25. Keeps supervisor appraised of any major issues affecting the payroll functions; 26. Performs related duties as required.
PART V – WORKING CONDITIONS, PHYSICAL AND MENTAL REQUIREMENTS
Frequency: Place an “X” in each box that is appropriate to the job. Follow other instructions as written.
NEVER (N) OCCASIONALLY (O) FREQUENTLY (F) CONSTANTLY (C)
0% or Never on Shift 1-33% of Shift 34-66% of Shift 67 -100% of Shift
Physical N O F C Physical N O F C
What is moved - weight and distance
Grasping Computers/Printers & Binders Twisting
Describe movement: lift, push, pull Repeat Motion
Lower, carry, reach above Driving Automotive Equipment
Standing Fingering/Handling
Walking Feeling
Sitting Visual Acuity: near
Bending/Stooping Visual Acuity: far Kneeling/Duration Depth Perception
Squatting Color Discrimination
Climbing/Height Peripheral Vision
Balancing Talking
Crawling/Distance Hearing
Reaching above shoulder Running Reaching at or below shoulder Other
Physical Surroundings Environmental Conditions
Cold (50 degrees F or less) Chemicals Heat (90 degrees F or more) Gases and Fumes Exposure to abusive and/or offensive
behavior and language
Confinement to small, restricted area
Inside Work Exposure to unpleasant odors Office or Classroom setting Exposure to bodily fluids
Outside Work Dampness
Unprotected Heights Extreme Noise, Vibration Use Moving Machinery or
Equipment
Driving a motor vehicle
Mental Requirements and Stress of the Position: Place an “X” by all descriptions that apply to this job. Exposed to stressful situations, such as demanding students, visitors, public.
Must be able to concentrate on work tasks amidst distraction, such as distractions from telephone, customers, co-workers, etc.
Must exert self-control in very difficult situations, such as individuals and/or situations may be difficult to deal with.
THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK BEING PERFORMED BY THE EMPLOYEE ASSIGNED TO THIS POSITION. THEY ARE NOT TO BE CONSTRUED AS AN EXHAUSTIVE LIST OF ALL JOB RESPONSIBILITIES AND DUTIES PERFORMED BY PERSONNEL SO CLASSIFIED.
INTERMEDIATE DISTRICT 287 IS AN EQUAL OPPORTUNITY EMPLOYER. IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT, THE DISTRICT WILL PROVIDE REASONABLE ACCOMMODATIONS TO QUALIFIED INDIVIDUALS WITH DISABILITIES AND ENCOURAGE BOTH PROSPECTIVE AND CURRENT EMPLOYEES TO DISCUSS POTENTIAL ACCOMMODATIONS WITH THE DISTRICT WHEN NECESSARY.
Prepared on: February 2008 Approved on:
