Payroll Specialist

Job Title:              Payroll Clerk

Qualifications:  

                Credentials:        Must be eligible for a surety bond

                Education:           High School diploma and specialized vocational experience in or after high school

                                                In computers and basic office skills.

                Training or Experience Required:  3 – 4 years of secretarial and/or clerical experience in a personnel/

                Payroll environment.  Minimum of 1 year with computer experience using software applications, databases, and/or spreadsheets.  Minimum of 1 year working in a school system is required.

                Special Skills, Knowledge, Abilities:

Communication Skills (oral, written, or business): Basic communication skills to exchange information, give/receive simple instructions and respond to inquiries.  Includes filling out forms.  Communicates on the phone in clear, grammatically correct English.

Data Recording/Record Keeping:  Performs data recording/record keeping operations determining what changes need to be made to existing records, including digital records.

Mathematical Skills:  Performs routine computations requiring a knowledge of addition, subtraction, multiplication and division using whole numbers, fractions, decimals and/or percentages.

Reading and Interpreting:  Reads and interprets routine to complex written or printed materials such as charts, contracts, application forms, or instruction material.

Business Machines:  Uses business machines that can be easily learned from manuals or verbal instructions.  Such machines include but are not limited to photocopiers, computers, ten=key calculator, FAX, postage machines, etc.  Must be familiar with spreadsheet and/or database software.

Office Filing and Retrieving: Responsible for establishing and/or maintaining an existing filing system.

Spelling Skills: Incumbent needs to spell correctly and proofreads work of others concerning spelling and grammatical structure.

Typing Skills: Typing at 50 WPM at 90% accuracy required.

Reports to:  Designated Administrator or Office Manager

Job Goal:  (Purpose of Position): Performs skilled level payroll and secretarial duties under general supervision to assist in the efficient functioning of the payroll records.

Contact With Others:  An incumbent in this position has regular contact by telephone or in-person with the public to determine actual information needed.  Must be able to elicit necessary information.

Other Performance Measures:  Successful performance of the job requires good customer service/people skills to elicit information, resolve problems and provide information as requested.  It requires following safety guidelines and policies to reduce personal accident or injury.  It requires following school dress standards, proper attendance or leave policies, and other work habits concerns.  Creativity, initiative, and effective problem solving are important to the success of the position.  Must be able to cooperate with other staff members and have a positive attitude towards staff, students, and the public to enhance educational goals.

Essential Job Functions/Performance Responsibilities:

• Processes monthly payrolls including encumbering funds for wages, federal/state income tax, FICA, and other fringe benefits (insurance, credit union, retirement, etc.).
• Sets up initial pay records for employees. Establishes payroll deductions as required.
• Coordinates Section 125 Cafeteria Plan and work with 3rd party administrator to process reimbursements, deductions, etc.
• Prepares necessary State and Federal reports on taxes and other withholdings. Prepares and distributes

 W-2 statements.

• Assists with federal, state, and district, or local reports. Such reports include retirement, workers’ compensation, EEO, Department of Education, Department of Labor, etc.
• Calculates salaries and payoffs for all personnel. Prepares necessary new hire and termination reports fo Board Agenda.
• Processes personnel/payroll changes. Processes and maintains records of employees.
• Processes garnishments and other withholding requirements as required by the Court.
• Acts as an informational resource to employees regarding benefit programs, personnel p9olicies and procedures, etc.
• Performs clerical support functions. Receives, directs and may perform simple interviews of visitors, handles telephone calls, and provides assistance or technical information concerning policies, procedures, and other details.   Takes and delivers messages.  Organizes and maintains various files including confidential and tickler files.  Performs photocopying as required. Monitors and maintains a neat and organized office.
• Performs backup to other clerical employees in office during breaks and days off.
• Must be able to perform tasks with sensitivity, confidentiality and professionalism.
• Performs other duties as assigned.

Physical/Mental Requirements and Working conditions:

This is an office/clerical job with those physical/mental requirements that are included in the essential functions.  Must be able to communicate on the telephone and in person.  There is some physical requirements to change paper forms and checks in printer, retrieving supplies, etc.  Must be able to operate district’s computer software, troubleshooting problems and handling communications. 

Western Heights Public Schools is a small independent school district located on the southwest side of Oklahoma City. Our 3,300+ students are housed in four elementary (PK-4) buildings, one intermediate center (5-6), one middle school (7-8), one ninth grade center (9), and one high school (10-12). The District is small enough for us to know our students and large enough to provide exciting opportunities for students and staff alike. Evidence of these opportunities include: technology integration at all sites, Success for All Curriculum in Pre-K through 8th grade, and college/career readiness in our secondary schools.