Payroll Supervisor (2024-25 SY)

Payroll Supervisor

Purpose

The job of a Payroll Supervisor is for the purpose of being primarily responsible for ensuring that all processes are executed appropriately and in a timely manner within the Financial Department.

The Payroll Supervisor operates as the subject matter expert and escalation point to resolve issues and continuously looks for improvements in operational processes and designs and implements those initiatives and ensures business practices conform to the Uniform System of Financial Records, Federal, State and District rules and regulations.

The Payroll Supervisor implements practicable solutions to conflict with minimum referral to management. Conducts work planning, estimation, and prioritization to optimize performance of staff.

Qualifications

Required :

• High school diploma or General Educational Development diploma (GED).
• Five (5) years experience in public sector financial management, payroll processing, and accounting, preferably in an educational work setting.
• Three (3) years professional supervisory or managerial experience.
• Must possess and maintain a Department of Public Safety (DPS) Identity Verified Print (IVP) Fingerprint Clearance Card.
• Proficiency in Microsoft Office and payroll software.
• Knowledge of Uniform System and Financial Records as well as, rules and regulations related to payroll operations.
• Strong oral and written communication skills.
• Strong math and analytical skills.

Preferred :

• Associate degree in related field of study.
• Bilingual in English and Spanish.

Essential Functions

• Collaborates activities with other district personnel for the purpose of providing information necessary for making decisions regarding developing, implementing, evaluating, and maintaining payroll services.
• Informs personnel regarding payroll financial procedures (e.g. leave of absence, benefits, budget modifications, reporting requirements, etc.

for the purpose of providing necessary information for making decisions, taking appropriate action and / or complying with established fiscal guidelines.

• Maintains a variety of fiscal information files and records (e.g. W-2 records, tax forms, 941's, etc.) for the purpose of providing an up-to-date reference and audit trail for compliance.
• Oversees the operation of the payroll section and its related output (e.g. payroll data input, data generation, special queries, etc.

for the purpose of generating required reports, payroll output, and documents.

• Prepares payment vouchers and tax documents (e.g. general funds, special funds payments, and tax forms, etc.) for the purpose of providing financial control and payment of due invoices.
• Prepares various reports (e.g. quarterly state and federal payroll taxes, state labor reports, benefit, gross to net calculations, etc.

for the purpose of providing written support and / or conveying information to district personnel, local, county, state and / or federal agencies.

Processes a variety of fiscal information (e.g. payments, pay documentation, year-end reports, W-2's, other required reports, etc.

for the purpose of updating records and / or authorizing action in compliance with accounting requirements.

• Recommends policies, procedures and / or actions for the purpose of providing information and / or direction that ensures efficient operation and regulatory compliance of District's payroll activities.
• Researches discrepancies of payroll information and / or documentation (e.g. incorrect paychecks, tax reports and compliance documents, etc.

for the purpose of taking appropriate action to ensure accuracy of information and adherence to established procedures prior to processing for action.

• Supervises payroll processes and assigned personnel for the purpose of administering personnel procedures, monitoring performance and achieving department's over all objectives.
• Assists in recruiting, hiring, training, supervising, and evaluating all financial personnel.
• Independently review, process, and approve / disapprove personnel action requests, and payroll requisitions and other documents for accuracy of coding to prevent inaccuracies and over expenditures for budget control and compliance with the Uniform System of Financial Records, Federal, State and District rules and regulations.
• Assist in process budget-related documents (e.g. budget variances, account transfers, encumbrances, reconciling etc.) for the purpose of ensuring the accuracy of requests and the availability of funds.
• Prepares a wide variety of reports, documents and other written materials (e.g., budget variance and activity reports, state mandated reports, procedures, memos, letters, etc.

for the purpose of documenting activities, providing clear and cohesive management information, providing written reference and / or conveying information used for management decisions.

• Responds to inquiries of staff, board members, auditors, etc. for the purpose of providing information and / or direction for resolution.
• Continues to stay current to ensure compliance with policies, federal guidelines, laws regulations, or modifications for the purpose of maintaining services and promotes adequate internal controls.
• Performs other duties as required and assigned by the Director of Financial Services for the purpose of enhancing productivity of personnel and achieving objectives within the District.

Skills, Knowledge, and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions.

• Specific skill-based competencies required to satisfactorily perform the functions of the job include : regularly required to talk and hear;
• frequently required to use hands to touch, handle, or feel objects, tools, or controls and use a keyboard or keypad; regularly type or enter data using a computer keyboard;
• operating standard office equipment including utilizing pertinent software applications; planning and managing projects;

and preparing and maintaining accurate records.

• KNOWLEDGE is required to perform advanced math, including calculations using fractions, percents, and / or ratios; read technical information, compose a variety of documents, and / or facilitate group discussions;
• and analyze situations to define issues and draw conclusions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include : classroom management;

and concepts of grammar and punctuation.

ABILITY is required to schedule classroom activities, discussions, and / or events; gather and / or collate data; and use basic, job-related equipment.

• Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes;
• and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and / or groups;

work with similar types of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans.

Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is high.

Specific ability-based competencies required to satisfactorily perform the functions of the job include : communicating with diverse groups;

maintaining confidentiality; meeting deadlines and schedules; working with frequent interruptions; setting priorities; and establishing and maintaining effective working relationships.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision depth perception, and the ability to adjust focus.

Responsibility

Responsibilities include : working independently under broad organizational guidelines to achieve unit objectives; directing other persons with in a small work unit;

and supervising the use of funds. There is continual opportunity to significantly impact the Organization’s services.

Working Environment

• The usual and customary methods of performing the job's functions require the following physical demands : the employee will be required to reach with hands and arms;
• some lifting, carrying, pushing, and / or pulling, some stooping, kneeling, crouching, and / or crawling and significant fine finger dexterity;
• the employee is frequently required to stand, walk, bend, and sit; the employee is occasionally required to climb, or balance and stoop or kneel;

the employee must regularly lift and / or move up to 10 pounds, and occasionally lift and / or move up to 35 pounds. Generally, the job requires 80% sitting, 10% walking, and 10% standing. The job is performed

under conditions with some exposure to risk of injury and / or illness. The employee will regularly work indoors in a temperature controlled environment.

The noise level in the work environment is usually moderate to low.

Reports to : Director of Financial Services

Terms of Employment : Twelve-month, full time

Evaluation : This position will be evaluated annually as outlined in Governing Board Policy

FLSA Status : Exempt

Salary : Administrative Salary Schedule ( $76,026 - $89,231)

Board Approval : March 26, 2024 (Revised)