Position Type:
Central Office Staff/ Payroll Specialist

Date Posted:
2/16/2018

Location:
Central Office

Date Available:
Immediately

Closing Date:
When Filled

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The Lexington Public Schools is dedicated to the goal of building a culturally diverse workforce committed to teaching and working in a multicultural environment .and strongly encourages qualified applications from all cultures, races, and backgrounds.

POSITION TITLE: Payroll Specialist

FLSA: Exempt, Non-Union

REPORTS TO: Assistant Director of Finance

TERMS OF EMPLOYMENT:

Salary Range: FY18 range: $60,677-$72,789
Work Year: 12 months
Work Hours: 8:00-4:30 (40 hours/wk, 1/2 hour unpaid lunch)
Vacation: 15 days to start. After 10 years 20 days.
Sick: 15 days, carried over without limit
Personal: 2 days annually, no carryover
Bereavement: 5 days for immediate family members
Holidays: Based on Central Administration observed holidays
EVALUATED BY: Assistant Director of Finance

JOB GOAL:

Coordinates and performs all payroll-related functions for approximately 1,750 faculty, staff and student employees including bi-weekly payroll processing; accounting/reconciliations; compliance, and coordinating accrual information with Human Resources.

DIMENSIONS:

Students: 7,200 (approximately)
Schools 9
Personnel: 1,750 (approximately)
Total School Budget (general fund): $101,000,000 (approximately)
Total School Budget (special revenue): $11,800,000 (approximately)

GENERAL SUMMARY:

The Payroll Specialist reports directly to, and works with, the Assistant Director of Finance. The incumbent is responsible for general oversight and support of the school department's bi-weekly payroll throughout the fiscal year. This includes, but is not limited to, the following functions: bi-weekly payroll processing, payroll projections and reconciliations, payroll tracking, on-boarding process review and execution, compliance monitoring and reporting (403b, MTRS), union dues management, and accrual processing.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Employee must have full knowledge and ability to execute core payroll concepts. This includes rules regarding worker status, Fair Labor Standards Act, employment taxes, employee benefits, employee/employer forms, professional responsibility, reporting, record retention and penalties.
• Accurately execute the following: Compensation/Benefits, Involuntary Deductions, Voluntary Deductions (pre and post tax), union dues, Employer Taxes and Contributions, Net Disposable and Take Home Pay.
• Knowledgeable of payroll process and systems, including maintain master file components, concepts and functionalities; disaster recovery, implementation of new accounting system (MUNIS) modules and review software upgrade notes for impact against payroll processing.
• Familiar with accounting principles, general ledger account classification, payroll journal entry, and account reconciliation.
• Implement strong management and administration policies and procedures that comply with collective bargaining agreements.
• Process District accrual usage (i.e. sick, personal, vacation, bereavement, religious) during payroll processing for all employees in accordance with collective bargaining agreements and individual employment contracts.
• Optimize payroll functions for streamlined processing and increased accuracy and accountability. Ensure that all employees are promptly and accurately compensated. Regularly review and audit payrolls to determine if process is accountable. Serve as the Department point person for all payroll related concerns and questions.
• Oversee day-to-day functions of the District's electronic timekeeping system (NOVAtime). Serve as the point person for the Department on questions related to bi-weekly NOVAtime use. Ensure all resignations are processed and statuses updated timely in NOVAtime.
• Process hiring paperwork completed by Human Resources, review for completeness and accuracy with pertinent collective bargaining agreements. Identify issues and recommend solutions to promptly rectify concerns.
• Ensure employee setup in accounting system (MUNIS) completed with highest levels of accuracy.
• Collaborate with Financial Analyst on process improvements to streamline the hiring process and ensure accuracy.
• Reviews and imports employee time cards into the MUNIS payroll system via NOVAtime or via spreadsheets.
• Review and reconcile payroll for accuracy via the payroll control file, makes necessary adjustments to ensure all employees are paid both timely and accurately. Obtains necessary approvals for reconciling items/variances determined during the payroll process. Process all payroll entries for approval by the Assistant Superintendent of Finance and Administration, Superintendent, and School Committee.
• Sorts, and distributes payroll/vendor checks to schools.
• Communicates with the Human Resources Department to ensure the integrity of the payroll data including data related to new hires, terminations, leaves of absence, transfers and rate changes. Makes updates as necessary.
• Researches and resolves questions from managers and employees as they relate to the processing of payroll information such as paid time-off (PTO), banking, garnishments, employment verifications, workers compensation, retroactive pay calculations, tax questions, and other changes.
• Continuously research, identify, and implement process improvements to better leverage technology use in the District and streamline functions related to this position.
• Perform special projects and other related duties as required and directed by the Assistant Director of Finance.

SUPERVISORY RESPONSIBILITY:

None.

MINIMUM EDUCATION & EXPERIENCE:

Bachelor's degree in Accounting or a related field and/or at least three years payroll or related experience required.
APA Fundamental Payroll Certification and/or APA Certified Payroll Professional preferred.

QUALIFICATIONS:

Knowledge of:

• MUNIS HR/Payroll system and NOVAtime a plus.
• Microsoft products, particularly very strong Excel skills
• Pertinent Federal, State and local laws, codes and regulations
• Modern office procedures, equipment and computers
• Principles and procedures of confidential record keeping
• Principles and practices of financial accounting and reporting

Ability to:

• Work independently and exercise judgment
• Multi-task and prioritize efforts in a fast-paced environment with highest levels of accuracy
• Communicate clearly and concisely, both orally and in writing, and maintain effective relationships
• Must be detail oriented.
• Able to adhere to tight deadlines
• Exercise discretion with sensitive information
• Operate computer and various software programs necessary for performing assigned duties
• Understand and develop processes and structures related to payroll processing Maintain accurate print and electronic records

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands or arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Applicants for employment are considered without regard to age, physical, mental or psychiatric disability, genetics, race, religion, sex, sexual orientation, gender identity, marital status, national origin, or military status.