PAYROLL & LEAVE BENEFITS CLERK

at Holbrook Unified School District #3 in Holbrook, Arizona, United States

Job Description

Job Purpose

Processes bi-weekly payroll, verifying for accuracy all timesheets and contracts submitted for payment. Maintains employee database; enters new employee payroll information, processes all employee status changes and employment verifications for all current employees needing pay information. Manage employee leave benefits in both the accounting system and timekeeping system, ensuring the accuracy of employee leave benefits and responsible for the completion of the annual compensated absences report.

Duties and Responsibilities

Payroll

• Verifies codes and hourly rates on timesheets and verifies work agreements with timesheets.
• Reviews, codes, and processes substitute pay slips.
• Processes employee status changes and matches leave requests with timesheets.
• Process and verify leave requests for hourly and exempt employees
• Verify and approve direct deposit and tax form updates in employee portal
• Assist and answer questions pertaining to timeclock/leave system
• Sets up direct deposits and transmits direct deposits to the bank.
• Processes garnishments/child support and assists with abatement, penalties and interest assessed by the IRS.
• Inputs payroll information into accounting software, balances batches, and transmits payroll to the County School Superintendents office.
• Verifies printed checks with payroll supplement report for accuracy.
• Answer employee payroll questions.
• Processes separate pay for all extra employee payrolls.
• Balances payroll account, processes voided checks and produce reports as requested/required for inter-departmental/agency use.,
• Processes quarterly payroll reports and files all payroll-related paperwork.
• Posts payroll entries to the general ledger.
• Code Personnel Action Request Forms (PARFs).
• Balance and process year-end W-2’s and report to the Social Security Office and Arizona State.
• Maintain compliance with Arizona State Retirement System reporting requirements.
• Works closely with the County Superintendent's office; process stop payments, verify cleared checks, etc.
• Performs employment payroll verifications for current employees.
• Works closely with the HR Director; reviews HR for accuracy and vice versa
• Produces Worker?s Compensation and Unemployment Compensation reports.
• Provides telephone and reception coverage and assists co-workers as needed.
• Balance monthly revolving account
• Assist with annual audit preparation
• Processes weekly deposits to the clearing account

Leave Benefits

• Assign leave plans to employees in the accounting system and timeclock/leave system; new employees, transfers, etc.
• Manage leave plans in accounting system and timeclock/leave system
• Manage leave and timekeeping system
• Calculate and process leave without pay, leave adjustments, leave payouts
• Complete leave reconciliations as requested
• Complete annual compensated absences leave report

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Required Qualifications

• High School diploma or equivalent.
• Valid IVP Fingerprint Clearance Card.

Preferred Qualifications

• Responsible, Confidential, Professional and Punctual.
• Ability to communicate effectively with employees, financial institutions and government agencies.
• Five years of experience in payroll processing, preferably for a public school system.
• Substantial knowledge of computer software applications and personal computers.
• Substantial knowledge of Arizona and Federal laws relating to payroll taxes, garnishments, and abatement.
• Substantial knowledge of Arizona and Federal wage and hour laws.
• Knowledge and experience with managing employee leave benefits
• Knowledge and experience with managing employee leave benefits in accounting and time clock/leave system
• Knowledge and experience of annual compensated absences leave reporting.

Evaluations

Performance of this job will be evaluated in accordance with provisions of the Board's policy on Evaluation of Professional Personnel.

Technology Skills

Basic: Email, Time Clock, Log in to basic software programs

Worker Characteristics

Deductive Reasoning-The ability to apply general rules to specific problems to produce answers that make sense for the success and future needs of students.

Self-Motivated-Ability to work independently for project completion.

Oral Expression-The ability to communicate information and ideas in speaking so others will understand, in a positive manner to co-workers, students, or public.

Problem Sensitivity-The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing that there is a problem.

Work Environment

Inside: Offices, School Buildings.

Outside: Outdoor Facilities.

Indoor/Outdoor: Travel from location to location.

Occasional Travel: For required training or professional development (In district, out of district, in state, and/or out of state).

Possibly exposed to extremes of temperature. Occasionally subjected to extreme noise, odors, mists, dust and poor ventilation.

Physical Requirements

The position requires frequent lifting, bending, stooping, pulling, speaking, turning, grasping and carrying items over 40 lbs.

EEOC Statement

Holbrook Unified School District Number 3, and the Holbrook Unified School District Number 3 Governing Board are committed to nondiscriminatory practices in relation to race, color, religion, sex, age, national origin, and/or disability. District policies AC, AC-R and AC-E pertaining to nondiscriminatory practices and equal opportunity will prevail in all matters concerning students, staff members, the public, and individuals with whom the school district or Board does business.