Vacancy Details
Payroll Specialist
District Offices
1
N/A
Open until filled
Contact
Jessica Nelson
Human Resources Specialist
262-560-2153
Position Details
As soon as possible
Competitive and negotiable
12 month
Full Time
JOB PURPOSE SUMMARY: This position is primarily responsible for performing the payroll function (described in additional detail below) for the District, including payroll preparation and reporting, for various employment groups: teachers, administrators (10 and 12 month), and substitute teachers) and collaboration with the role responsible for the administrative assistants, managers, custodians (full and part time) and non-union support employment groups. Serve as backup for payroll processing of time sheet/contract processing for extra duties, curricular work, coaching, clubs, productions, and dances. This position is responsible for all Federal and State payroll reporting.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
The duties described below are indicative of what the Lead Payroll Specialist may be asked to perform. Other duties may be assigned.
I. Payroll Preparation
A. Enter all necessary information for new employees re: direct deposit information, withholding, taxes, rates, deductions, and benefits into Skyward.
B. Update Skyward for changes in employee data related to direct deposit information, withholding, taxes, rates, deductions, and benefits into Skyward.
C. Run Prenote files as necessary/required for each payroll to verify accuracy with banks involved of new charges to direct deposit account numbers.
D. Organize all time sheets and payroll forms, etc., received from the schools and departments. Verify accuracy.
E. Run Time Off reports to check for payroll deductions. Inquiry and make changes and corrections as necessary.
F. Check general ledger account distribution codes.
G. Process substitute pay using Red Rover.
H. Compute balance and gross totals.
I. Update employee Skyward records for changes in District provided benefits or deductions, such as changes in tax sheltered annuities, life insurance rates, mileage reimbursements, FSA or dependent care elections, district employment assignment, insurance premiums, 403(b), health savings account (HSA), insurance company changes, etc.
J. Calculate contract and time-off payouts that occur with employee termination.
K. Record extra hours worked by teachers each month for retirement records and reports.
L. Run all payroll reports and files.
M. Process payroll and create disbursement records for all employee 403(b) benefits and deductions and distribute to appropriate provider.
N. Process payroll and create disbursement records for all HSA benefits and deductions and distribute to appropriate provider.
O. Process teacher and 10-month administrator payrolls based upon employee elections over 10 months or 12 months. Run the July and August payrolls for the 10-month positions with a 12 month election in May or June to post to necessary accounting period.
P. Process any necessary extra payrolls or processes for late salary adjustments decisions or benefit/deduct changes.
Q. While processing summer checks, check for new addresses, special instructions, etc.
R. Compute and input taxable premiums for life insurance amounts in excess of $50,000 in December.
II. Payroll Reports and Filings
A. Prepare deduction register.
B. Compute federal tax, state tax, Social Security tax, Wisconsin Retirement System totals.
C. Prepare monthly and quarterly reports for the Department of Workforce Development.
D. Check Department of Workforce Development Wage Verification and Eligibility Reports.
E. File Department of Labor Current Employment Statistics Report each month.
F. Continuously update WRS reporting for employee changes.
G. File WRS mid-year and annual reports - annual reconciliation of previous year’s hours and earnings which must equal total of monthly remittances.
H. File 941 Federal Reports quarterly.
I. Handle annual reconciliation of federal, state and Social Security reports.
J. Work with Student Services to produce necessary information for that department’s quarterly Medicaid reporting.
K. Check W-2 proof lists and print W-2’s.
L. File federal reports related to the Affordable Healthcare Act (ACA) compliance/regulations, along with 1095 reporting.
M. Annual non-discrimination reporting for FSA and health plans.
N. Update Voya 403(b) program (portal) for new employee auto-enrollment and employee terminations.
III. Record Keeping
A. Compute new salaries, monthly bases, fringe benefits, deductions, etc., each year.
B. Compute and process United Way contributions, voluntary ancillary insurance deductions, etc.
C. Keep a daily work record of employee receiving Unemployment Compensation benefits: where they worked, hours worked, and money earned.
D. Maintain salary information for all employees eligible for WRS benefits.
E. Assist with the annual Worker’s Compensation audit.
F. Work with Human Resources on various payroll related projects, including but not limited to FMLA deductions, payroll deductions for time off, adjustments in balance pay, and cross checking validity of hours recorded on timesheets and appropriate account coding.
G. Participate in annual review of personnel budget by updating and verifying staff position, name, fte, account code, salary, and benefits.
H. Assist Accounting Manager and Human Resources with the annual financial audit by compiling pay information, contracts, and various other data requested by the auditors.
I. Assist Assistant Superintendent of Finance and Operations, Human Resources, and Benefits Specialist with annual online insurance benefits open enrollment and annual HSA/HRA wellness funding.
IV. Other Duties
A. Manage (while working with Human Resources) the elections made during the Open Enrollment periods for health insurance, dental insurance, and alternative benefits. Update Skyward employee records for elections made.
B. Manage the annual Section 125 (flexible spending and dependent care) enrollments: memos, new enrollments, changes. Update Skyward employee records for changes and process all correspondence with provider (Diversified Benefits Corporation).
C. Pay all tax-sheltered annuity bills and make payments for garnishments, union dues, etc.
D. Present payroll information at new employee trainings.
E. Answer on-going payroll questions from staff and retirees.
F. Check WRS, EFT, IRS, and WI Department of Revenue newsletters, publications, and websites for updated information. Forward newsletters, information, and yearly statements of benefits to teachers and administrators.
G. Foster and maintain communication with the Human Resources office to ensure accurate and timely record-keeping and bill payment.
H. Perform various other duties as assigned by the Assistant Superintendent of Finance and Operations.
I. Perform back up responsibilities to second payroll position as necessary and required during absences.
J. Participate on the District’s Benefits Task Force committee.
QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required at the time of hire or for the continuation of employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Additionally, individuals must possess a valid Wisconsin driver’s license and be able to drive between District locations. Possession of a working motor vehicle is required of this position.
EDUCATION and/or EXPERIENCE:
I. Two-year degree in accounting, finance, or similar education training from an accredited technical training program required. Four-year degree from an accredited college or university preferred.
II. Experience with various Microsoft software applications, information analysis, and report preparation required.
III. Experience with Skyward financial software preferred.
IV. A minimum of two year’s payroll experience preferred.
V. Successful experience in payroll and accounting for governmental units or schools using fund accounting preferred.
SKILLS AND ABILITIES:
Technical Skills: The Individual Must Possess the Following:
A. Excellent keyboarding and data entry skills with a focus on speed and accuracy.
B. Strong knowledge and ability to use spreadsheets (Excel).
C. Knowledge and ability to use computers and database management.
D. Language skills: use of good grammar and accurate spelling in correspondence, editing, etc.
E. Ability to compose and write memoranda, letters, etc.
F. Basic math skills in the areas of addition, subtraction, division, multiplication, fractions, percentages, averages, etc.
G. Excellent computation skills.
H. Ability to operate office equipment including, copier, fax machine, printer, etc.
Organizational Skills:
The Individual Must Possess the Following:
A. Ability to organize time: i.e., be able to work on one-time-only tasks as well as ongoing tasks, while at the same time handling interruptions, etc.
B. Ability to establish priorities: i.e., recognize tasks that need to be done and do them without supervision.
C. Ability to organize materials and maintain an efficient work schedule.
D. Ability to be a self-starter who does not need constant direction from supervisors or co-workers.
E. Ability to tolerate and work in pressure situations during which large volumes of work must be accomplished in a short period of time.
Communication Skills:
The Individual Must Possess the Following:
A. Ability to communicate effectively and to work cooperatively with other staff members.
B. Ability to maintain strict confidentiality relating to all business, personnel, and school district matters. Non-compliance is cause for discipline, which may be immediate dismissal.
C. Ability to work effectively with a diverse group of people/children.
D. Ability to meet people personally and over the telephone in a courteous, yet business-like manner.
Candidate Requirements
- Cover Letter
- Resume