Job Title: Payroll Technician
Department: Business Services
Classification: IIIC
Reports to: Director of Finance
FLSA Status: Non-Exempt
Job Summary: Under minimal supervision, the position of Payroll Technicianis done for the purpose of performing technical and confidential payroll and accounting operations using the District’s iVisions software for Human Resources/Payroll and Accounting, and the automated time and attendance system, TimeClock Plus. The Payroll Technician is responsible for generating the District’s payroll, ensuring the accuracy and timeliness of paychecks, direct deposits, payroll liability payments, and required quarterly and annual reports in accordance with established district, state and federal requirements and provide up-to-date reference materials for review and audit.
This position requires constant concentration on a volume of work which must be completed within limited time periods in adherence with strict deadlines. The Payroll Technician responds professionally and expediently to constant questions and requests from District employees and “external customers” by telephone, email and in-person.
Essential Job Functions:
The essential duties of this position include the following. Employees in this position will perform some or all of the following tasks as well as other duties as assigned.
Perform full cycle of payroll processing timely and accurately, utilizing diverse procedures and program requirements for ensuring compliance with established guidelines.
Analyze a variety of payroll related information (e.g. contract requirements, timesheets, leaves, deductions, contributions, salary schedules, withholding information, payroll authorizations, and account numbers, etc.) for updating information and/or providing input to accounting system.
Review new hire, mid-year changes and termination pay calculations for accuracy.
Compute wages and deductions, create vouchers and enter data / adjustments into District computer system.
Compile and review TimeClock Plus reports and imported data to detect and reconcile payroll discrepancies.
Research discrepancies of payroll information and/or documents, such as exemptions, leave of absence, transfers and resignations, direct deposit, etc. for ensuring accuracy and adherence to procedures prior to processing.
Receive, validate, calculate and remit garnishments to employee wages.
Prepare and file W-2 forms, state and federal tax payments and returns, and certain required forms and requests for information.
Reconcile, verify and pay vendor invoices for employee and employer paid deductions.
Maintain employee information in Public Employee Retirement System (PERS) and Oregon Public Services Retirement System (OPSRP), including reporting new hires, status changes, and terminations, monitoring, balancing and submitting hours and contributions, and responding to benefit verification requests.
Research employee work history to determine PERS eligibility and respond to requests for information from PERS representatives.
Perform redirecting / correction of position funding when necessary.
Prepare monthly, quarterly and annual reports in a timely manner including, but not limited to, the following: monthly US Department of Labor Employment Stats, quarterly Federal 941 and Oregon Quarterly, annual W-2’s and other related reports. Record and submit third party sick payments to the I.R.S.
Prepare Medicaid Administrative Claiming (MAC) wage and benefits survey data three times a year.
Compile requested information for annual financial and SAIF Workers’ Compensation audits of payroll records.
Submit reports as needed, including but not limited to Labor Report, Multnomah Work Site Report and Carruth Compliance Report.
Assist with fiscal year close and rollover of payroll and human resources systems, including review of employee salary schedules, work calendars, leave plans, and deductions and pay period set up.
Issue pay adjustments to pay related to previous errors or retroactive increases.
Keep informed about changes in payroll and deduction-related District policies, District collective bargaining agreements, State and Federal laws, and IRS and Oregon Department of Revenue regulations that apply to the payroll process.
Participate in the development, maintenance and innovation of payroll-related processes and procedures with a focus on creating efficiencies.
Provide excellent customer service and information to employees and administrators on payroll matters, tax issues, etc.
Setup and file documents and records according to predetermined classifications, maintaining alphabetical index and cross-referenced files.
Respond to inquiries in a timely fashion and/or direct to appropriate staff member.
Maintain appropriate training as required.
Comply with applicable District, state, local and federal laws, rules and regulations.
Respect and secure confidential information and the privacy of students and employees.
Maintain acceptable and appropriate attendance.
Occasionally perform work beyond a standard 40-hour work week when workload requires.
Other Job Functions:
Maintain positive and open lines of communication with all management, staff and others to contribute to the smooth flow of information and efficient operation of the district.
Report promptly to supervisor known/potential business risks and work with supervisor to resolve issues.
Assist in other functional areas as necessary to provide relief coverage and maintain schedules.
Attend meetings and perform other related duties as assigned.
Qualifications:
Experience Required: Prior experience processing payroll for a school or school district. Experience using iVisions software for Human Resources/Payroll and Accounting, and the automated time and attendance system, TimeClock Plus is a plus.
Skills, Knowledge and/or Abilities Required:
Skills to: operate standard office equipment including advanced level use of MS Office Suite (Word, Excel, and Outlook), payroll database and accounting software (Infinite Visions preferred), and TimeClock Plus timekeeping software and adapt quickly to learn other new computer applications as needed; communicate effectively in English with diverse audiences in both oral and written form using proper grammar, spelling, and punctuation; work well with others from diverse backgrounds; collaborate with colleagues to effectively resolve conflicts; actively listen and be receptive to others’ ideas; contribute to building a positive team atmosphere; maintain a high level of self-motivation, attention to detail, and organizational skills.
Knowledge of: payroll and accounting practices, principles, standards, and requirements; policies, codes, regulations, and laws governing payroll.
Ability to: add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals; calculate figures and amounts such as interest, proportions and percentages; apply concepts such as fractions, percentages, ratios and proportions to practical situations; perform mathematical computations with accuracy; type accurately and proficiently; communicate in English fluently and effectively both orally and in writing; respond to and resolve common inquiries or complaints from customers; read and interpret documents such as District policies and guidelines, IRS payroll publications, collective bargaining agreements, software and procedure manuals and apply to daily work; apply common sense understanding to carry out instructions furnished in written, verbal, or diagram form; deal with and resolve issues involving multiple concrete variables in standardized situations; maintain confidentiality of sensitive and privileged information; manage multiple priorities and meet deadlines while maintaining accuracy as demonstrated by prior track record; exercise good judgement; be a self-starter and work in and environment with frequent interruptions.
Significant Physical Abilities include: include sitting for prolonged periods while performing work with a computer and telephone; reaching/handling/manual dexterity, talking/hearing conversations for extended timeframes; near visual acuity with or without visual accommodation. Work activities may include bending, stooping, kneeling, and occasional lifting of items weighing 20 to 50 pounds.
Education and Training Required:
Associate’s degree with an emphasis in accounting, finance, business, or related field, two years of progressive accounting experience in accounting and/or Payroll, or any combination of education and experience which would provide the applicant with the desired skills, knowledge, and ability required to perform the essential and other functions of this job.
Licensing/Special Requirements:
Possession of, or ability to obtain, professional certification in area of expertise.
Oregon Fingerprint and Criminal Background Check clearance.
Possession of, or ability to obtain, a valid State of Oregon Driver’s License and evidence of insurability.
Primary Location REYNOLDS SCHOOL DISTRICT
Salary Range $22.06 - $31.41 / Hourly
Shift Type Full Time
