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Payroll Supervisor

  • Supervisory

Salary range: 89

Reports to: Department Head

OVERVIEW

Under general direction, assist with the preparation of the district certificated payrolls requiring a high level of skill in spreadsheet use and data base management.

Consistently ethical behavior and the ability to maintain strict confidentiality are essential.

QUALIFICATION
  • Equivalent to A.A. degree or higher with emphasis in business and/or accounting
  • Three years of responsible experience in the maintenance of financial records
  • Experience with computerized data entry and accounting systems
RESPONSIBILITIES/DUTIES
  • Work closely with independent auditor and assist the audit staff in their annual review of district payroll books and records
  • Maintain absence and vacation records
  • Keep seniority records
  • Prepare various reports and assist Coordinator with other tasks as assigned
  • Prepare regular and variable payrolls for certificated personnel
  • Implement payroll changes by interpreting regulations, resolutions, contracts, and ordinances
  • Manage the month-end payroll process
  • Prepare new employee information and enter this data into the payroll system
  • Check and extend vouchers on regular, part-time, and substitute certificated employees
  • Perform year-end reporting and reconciliation functions
  • Assist school sites and other departments in budget preparation by projecting personnel services expenses
  • Administer benefits programs including retirement (CalSTRS/CalPERS), Social Security, salary continuation, and worker's compensation supplement
  • Check and bring up to date regular payroll, adding new employees, and calculating proper deductions
  • Calculate salary, retirement, withholding taxes, and net pay
  • Recap payroll by various groups and check against audits from County Office of Education
  • Review all payroll audit reports and various payroll and personnel documents for accuracy
  • Prepare and balance year-end reports to Federal and State agencies including issuance of W-2s to employees
  • Balance payroll reconciliation and all payroll-related funds
  • Research and respond to payroll inquiries inquiries including those from employees regarding pay status;
  • Respond to withholding orders from Franchise Tax Board, IRS levies, child and spousal support orders, and other garnishments
  • Administer the absence tracking in QCC including accrual, reset, and balance-forwarding processes
  • Export and audit monthly absences for all district employees
  • Provide employee earnings inquiry reports for private sector and public agencies
  • Maintain and organize District's QCC Master File
  • Provide assistance in generating, extracting, and exporting data to and from QCC
  • Administer annual pay-line rollover
  • Monitor sick leave accrual for hourly, daily, and substitute work schedules, in compliance to the new sick leave law
  • Prepare various reports and support Director with other tasks as assigned
  • Perform responsible payroll and clerical work independently
  • Prepare accurate financial summaries and reports
  • Learn and interpret specific rules, laws, and policies and apply them with good judgement
  • Demonstrate skill on a variety of computer applications, including word processing, database, spreadsheet, and communication software
  • Communicate effectively both orally and in written communications
  • Analyze situations accurately and adopt an effective course of action
  • Deal effectively with a wide variety of personalities and situations requiring diplomacy, friendliness, poise, and firmness
  • Keyboard at a speed of not less than 50 words per minute
  • Maintain cooperative relationships with those contacted during the course of work.
KNOWLEDGE, SKILLS & ABILITIES
  • Thorough knowledge of governmental accounting, laws and regulations of special projects;
  • Financial recordkeeping, procedures, and methods as they relate to a school district payroll;
  • Principles of office management practices, county and other application software, calculators, and operation of modern office equipment;
  • Proper auditing procedures and financial reporting;
  • Computer accounting payroll systems;
  • Microsoft Word, MS Excel, and FileMaker Pro;
  • English usage, spelling, grammar, and punctuation.
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 regularly required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is frequently required to sit and occasionally required stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds or more. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment characteristics described here are representative of those an employee encounters while performing 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 occasionally works near moving mechanical parts.

The noise level in the work environment is usually moderate.

Work Year: 223 days

Revision Date: 12/13/2016

Initial date: 07/01/1977

Equal Opportunity Employer in compliance with the Americans with Disabilities Act and all other applicable federal, state, and local laws.