Description

JOB SUMMARY
This position works with the Payroll Team to process, monitor, edit, verify, and maintain all records pertaining to SEBB Benefits, ACA Reporting, VEBA; enter hourly payroll timesheets; import payroll contracts under the direction of the Payroll Supervisor; and accurately process the monthly payroll for the District and its employees. Payroll Specialists are required to extensively use and be proficient with the District’s primary accounting system as well as use external third party applications. This position provides exceptional customer service and is a primary contact for requests and concerns connected with SEBB Benefits, monthly pay, deductions, and vendor payments. This position is under the direction of and reports to the Payroll Supervisor.

DUTIES AND RESPONSIBILITIES
This list of essential functions is not exhaustive and may be supplemented as necessary in consultation with the employee(s) involved.

1. Benefits:
   • Import SEBB Medical and LTD monthly deduction files;
   • Analyze medical additions, changes, and exceptions, and implement rules. Enter benefit information as required;
   • Reconcile the District’s monthly payroll for health insurance with the billing statement from the SchoolEmployee Benefits Board (SEBB). Maintain reconciling spreadsheet;
   • Enter employee and employer adjustments as necessary. Process and monitor COBRA and any employee-paid benefits, coordinate with Accounts Receivable Specialist for invoicing benefit- eligible unpaid employees;
   • Ensure that the payment to the Health Care Authority (HCA) is accurate and timely.
   • Communicate and coordinate with the Benefit Specialist in the Human Resources department, and district employees.
2. Process and audit employee payroll timesheets using a high degree of independent judgement. Identify any discrepancies that require follow-up and resolution prior to processing. Ensure the accuracy of gross salaries, deductions, W-4 information, direct deposit information, benefits, and retirement data;
3. Maintain a system of checks, balances, and reconciliation of all payroll functions and procedures to ensure accurate and timely wage and tax payments and the production of reports and payments to outside agencies as required;
4. Process substitute employee pay utilizing a third-party online application through which payroll data is uploaded into the District’s primary payroll processing system. This responsibility includes updating account codes and structures, and writing and presenting procedures for departments and employees;
5. Read, understand, and apply all payroll related aspects of the District’s various collective bargaining agreements;
6. Calculate weighted average overtime in compliance with the Department of Labor and Industry’s requirements;
7. Under the direction and supervision of the Payroll Supervisor, import payroll contracts in the payroll system;
8. Maintain, research, reconcile, and correct employee leave records;
9. Ensure payroll transactions are in compliance with federal and state laws and regulations, district policies and procedures, and collective bargaining agreements;
10. Compile and transmit association(s) data in order to collect union dues through payroll deductions that are based on the employee’s hours and work in accordance with collective bargaining agreements;
11. Serve as a district liaison with multiple external agencies and vendors to ensure that payments are completed and processed appropriately;
12. Respond to staff inquiries regarding payroll matters promptly and courteously;
13. Maintain professional and efficient relationships between the payroll and human resources department;
14. Proactively seek out and attend appropriate approved trainings and workshops through WASBO as necessary to maintain a working knowledge of changing rules and requirements;
15. Develop and maintain written desk procedures;
16. Possess and demonstrate knowledge of federal, state, and district payroll and benefit laws;
17. Handle individual payroll concerns in potentially emotionally charged situations. Assist payroll supervisor with pay request for timesheet(s) overlooked or submitted after the deadline, direct deposits that are rejected and reissue warrants which are lost or stolen;
18. Assist other department employees with responding to state requested reports on benefit status and pay levels of District employees. Work with other department employees to obtain the data and documentation necessary to process the monthly payroll. Track down missing paperwork;
19. Answer questions and assist District administrators and staff with questions or concerns about payroll policies and procedures;
20. Understand the District’s accounting Chart of Accounts well enough to be a resource to departments on payroll account coding questions and to ensure correct account codes are used;
21. Perform related duties consistent with the job description and the employee assignment.

MINIMUM QUALIFICATIONS
Education and Experience
High school diploma or equivalent; courses in accounting, bookkeeping, business systems and other business training; two years of payroll, accounting or bookkeeping experience. Associates degree, Certified Payroll Professional, or WASBO Payroll Certification preferred but not required. Prior Washington state school district payroll experience
preferred.

Knowledge, Skills and Abilities
Knowledge of district payroll and accounting policies and procedures; knowledge of general accounting practices and procedures; knowledge and experience with computer spreadsheets; knowledge of correct grammar, spelling and English usage; skill in data input and the use of data processing records; skill and accuracy in arithmetic and
mathematical calculations under extreme time pressures; skill in detecting errors and verifying data; ability to organize and set priorities; ability to work independently and demonstrate resourcefulness and good judgment in making decisions; ability to operate general office machines; ability to remain flexible and work effectively under pressure;
ability to attend to detail and accuracy; ability to maintain confidential information; ability to defuse individuals in emotionally charged situations; ability to establish and maintain effective working relationships with staff, administrators, vendors, parents, students and the public.

Licenses or Special Requirements
Ability to operate 10-key number pad by touch; ability to utilize computers and learn specific software programs; ability to work overtime on a periodic basis to meet deadlines and workload demands; ability to accurately process heavy volumes of data and documentation under extreme time pressures.