Executive Assistant / Payroll

Qualifications:

You Must submit a Current Resume and two Current Letters of Reference with your application.

• AA Degree or two (2) years of college with emphasis in accounting
• Experience in payroll related work

Preferred:

• Previous payroll experience with supervisory responsibility
• Knowledge of payroll practices and procedures including numerous and varied agreements with multiple work groups
• Experience with governmental agencies
• Excellent work history of reliable performance, including attendance, punctuality, and attention to job responsibilities
• Ability to be patient with a strong customer orientation
• Ability to establish and maintain a professional/effective working relationship; with staff, administrators, students, parents, city/county officials and other community members
• Ability to make independent decisions in accordance with established policies and procedures
• Ability to prioritize, plan, organize, and execute work effectively, using independent judgment
• Knowledge of state, federal and local payroll tax laws and work rules including research techniques
• Working knowledge of district and school operations and organizations with thorough knowledge of the functions of other departments as related to payroll

Other Qualifications/Skills Desired:

1. Previous human resource experience
2. Ability to use Alio
3. Knowledge of general accounting principles and practices
4. Ability to represent your supervisor at meetings, conferences, and other forums
5. Demonstrate superior telephone etiquette
6. Ability to provide initiative and overall direction in reaching organizational goals
7. Ability to set up and coordinate conferences, training sessions, workshops and meetings
8. Data entry, word processing, and spreadsheet computer skills
9. Ability to gather and compile data, following up with staff and community when required
10. Ability to understand and follow complex oral and written instructions
11. Ability to communicate effectively, both orally and in writing
12. Ability to use all office machines
13. Knowledge of automated absence tracking systems

Contract Terms:

Twelve (12) Month Division

Executive Assistant Salary Schedule - $39,123

Non-Exempt Employee

Benefits:  Executive Assistant Meet and Confer

Responsibilities:

1. Basic duties associated with payroll: posting time, calculating monthly pay;  signing up individuals; answering employee questions regarding pay; and reconciliation of vendor payments to invoices on a monthly basis
2. Process garnishments; handle all documentation associated with garnishments including (a) answering the court in regards to requests for garnishments, and (b) verification of address and work location; calculate garnishments amounts on a monthly basis and prepare for processing with monthly payroll; prepare court related payments and mail all documentation to court and garnishee; resolve any and all issues regarding garnishments handled through payroll
3. PERA: ability to verify amounts withheld for payment to PERA; reconcile amount to monthly payroll; process payments to PERA; process requests for refunds; answer employee questions regarding PERA
4. Life Insurance: verify life insurance amounts to be paid; update life insurance amounts when salaries are changed; process payment for life insurance; maintain schedule of amounts over $50,000 to be included as compensation to the employee
5. Health/Dental/Vision and Cobra:  verify amount to be paid; reconcile amount to monthly payroll; process request for payment
6. Vacation accrual: responsible for posting vacations and excused leave; conduct periodic audits of vacation balances (i.e., when requested by employee or when employee is considering retirement or sick leave); maintain spreadsheet of those employees requesting extension of vacation balances into the next year
7. Accounts payable checks: responsible for requesting vendor numbers and processing accounts payable checks issued on the payroll bank account; responsible for requesting vendor checks and controlling the reconciliation of those payroll checks issues on the A/P system
8. Special projects as requested: all requests by supervisor and year-end and quarterly extra duties as assigned
9. Backup Accountant-in-charge of Payroll and cross train with the accounting technicians in the payroll department
10. Review the work of accounting technicians in the payroll department to insure accuracy
11. Train and assist accounting technicians with methods to improve work skills, such as training relative to efficient use of spreadsheet applications and linking techniques
12. Monitor overtime and report to administration as needed
13. Monitor absences and determine compliance with policy and contractual agreements making adjustments to pay and/or accumulated time as appropriate
14. Assist employees with computation of tax impact of decisions related to Section 125 elections and other tax benefit options
15. Research payroll tax and benefit issues that may arise in normal course of business or as a result of questions from employees or administrators
16. Monitor payments to benefit providers to insure that the district pays only what is necessary, that actions of employees which circumvent the system do not result in cost to the district, and that the burden on the employee is minimized to the greatest extent possible
17. Knowledge of mathematical and formula functions of spreadsheets (Excel)
18. Ability to work under high pressure with a multitude of on-going tasks and last minute deadlines and changes
19. Must be detail oriented, possess excellent proofing skills, and have the ability to review the work of others with accuracy
20. Must be able to maintain strict confidentiality in all aspects of assignments
21. Must have the ability and willingness to take ownership/responsibility for project completion
22. Perform any and all other duties as requested by the supervisor

Application Procedure:
Apply online

Selection Procedure: