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Chapel Hill- Carrboro City Schools

Job Description

Job Title: Payroll Specialist Salary Schedule: Classified; CHCCS Salary Page Reports To: Director of Payroll & Benefits Salary Grade: 106 Work Location: Lincoln Center FLSA Status: Nonexempt Work Schedule: 12 Month   Position Summary Purpose to perform accurate calculation and timely distribution of employee payroll according to generally accepted standards accounting principles, established procedures, departmental guidelines, and regulatory requirements applicable to the work. Essential Duties

• Receive time sheets and prepare payrolls as required by district policy, ensuring accuracy, validity, timeliness, and appropriate distribution procedures
  • Payroll data from schools is pulled electronically and verified for accuracy
  • Paychecks must be prepared timely for distribution according to published pay date schedules
• Create payroll assignments and payroll deductions for all new employees on the payroll
• Assist employees who have paycheck questions or concerns by visit, mail, email or telephone call in a timely and courteous manner
• Receives, responds accordingly, and/or directs to appropriate entities on inquiries, requests, and concerns regarding payroll functions
• Initiates communication with all levels of personal to correct payroll discrepancies and ensures accuracy of processing and records
• Maintain a record of staff leaves and absences for employees on the payroll
• Verify all amounts before and after checks are machine processed
• Maintain proper security and confidentiality of payroll office information and records
• Input all deductions except insurance and garnishments for all employees
• Update all payroll changes or resignations for the payroll
• Process all hourly extra duty contract according to contractual agreements
• Responsible for information retrieval from payroll systems by generating standard reports
• Finalize payments to employees who terminate or retire including payout of annual leave, state longevity, and bonus pay.
• Coordinates with Payroll/Bookkeepers, Finance and HR to ensure timely and accurate flow of information
• Provides training to District personnel responsible for payroll
• Calculate, input, and pay Transportation Bonus Pay to eligible employees
• Serves as payroll contact with various departments throughout the district
• Create payroll assignments for summer school classified staff and pay according to the district summer payroll schedule
• Review and assist with payroll audit exceptions
• Assist the Benefits Specialist position with researching and resolving employee benefit payment issues
• Responsible for ensuring system processes are operating according to establish schedule and procedures
• Creates a pay schedule calendar
• Properly informs the Director of Payroll & Benefits, Assistant Finance Officer or Chief Finance Officer of circumstances requiring attention due to noncompliance of standard operating procedures
• Reconcile payroll deductions; process and disburse funds to respective recipients; process garnishments levies
• Performs other tasks as assigned by the Director of Payroll & Benefits/Assistant Finance Officer/Chief Finance Officer
• Maintain a filing system for payroll documents for employees
• Coordinates and processes changes to direct deposit account records for all employees
• Maintain compliance with all company policies and procedures

Education/Experience Requirements

• High school diploma, including accounting courses
• Associate degree in accounting, preferred
• Prior work experience in payroll operations
• Appropriate skill in operating office equipment, such as, but not limited to; ten key calculator, mainframe computer workstation, microcomputers, and accompanying printers
• Such alternatives to the above qualifications as the Board may find appropriate and acceptable

Physical Requirements

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards

Disclosure This document provides descriptive information about the above Chapel Hill-Carrboro City School position. Work actually performed by incumbents in this position may vary.  Although this document may be used for recruiting, staffing, or career planning, the information contained herein should only be used as a guideline or recommendation for the content of and qualifications for this position. An individual's ability to meet the qualifications and capabilities described in this document is not a guarantee of employment or promotion.  Chapel Hill-Carrboro City School reserves the right to make changes to this document as deemed necessary without providing advance written notice.

Approved By: _____________________                                         Date Created/Revised: 1/11/2024