PAYROLL SPECIALIST
CENTENNIAL SCHOOL DISTRICT is the connecting hub for the communities of Blaine, Centerville, Circle Pines, Lexington and Lino Lakes, located 20 minutes north of Minneapolis and St. Paul. With 9 exceptional schools serving 6,400 students, Centennial offers a track record of academic success combined with a consistent district-wide drive for improvement. Annually, Centennial students score significantly higher than the state averages in reading and math. The district’s high school graduation rate of 97% is at the top of Minnesota’s rankings.
Centennial’s schools are safe and filled with respectful students who are a wonderful reflection of and contributors to the community. The district’s vibrant learning environments and personalized, team approach supports the strengths and addresses the challenges of each individual student. The curriculum throughout E-12 is focused on the knowledge and skills necessary for success in the 21st century. Importantly, Centennial is distinguished by its use of data to drive achievement, its innovative use of technology, and its exceptional faculty, 78% of whom hold a master’s degree.
A transparent and good steward of public resources, Centennial is guided by a strategic plan developed in collaboration with staff, parents, and community members. As a district that encourages, listens and responds, Centennial is the pride of our five communities with 86% of resident students choosing Centennial, nearly 90% of parents rating teachers as “excellent,” and 91% saying students are well prepared for college.
CLASSIFICATION SUMMARY
This position performs all aspects of payroll administration. The Specialist maintains excellence in all aspects of the District financial accounting and payroll functions.
REPORTS TO: Executive Director of Business Services
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Process all transactions for payroll on a semimonthly basis without errors, ensuring all hours, benefits, and deductions are logged appropriately.
Create a payroll schedule and turn around schedule for each payroll. Send out emails to Veritime approvers to remind them to approve their people for the upcoming payroll.
Lock and download Veritime hours. Make account code adjustments as needed. Upload Veritime hours into Skyward, verify paycodes, ID’s and pay rates for accuracy and make corrections with HR as needed.
Verify export changes from HR and import the HR export and check for accuracy.
Examines, approves, and authorizes all computer/other reports to input payroll to the finance system. Create worksheets for greensheets, docks and any other adjustments to payroll needed. Pull in contact pay and other schedules into payroll and check for accuracy.
Make any changes to payroll sent from HR.
Enter all new W-4 and direct deposits or changes being made.
Prepare and maintain master for 403b enrollments. Update and calculate max amounts for benefit and deductions for 403b. Maintain masters for various union dues, Flex accounts, CAEF donations, child support and garnishments.
Process payroll and make ACH deposit to US Bank.
Calculate and timely pay federal and state tax withholding deposits. Create and file quarterly and yearly federal and state payroll reports.
Create and process accounts payable after each payroll and wire necessary payments. Create check requests for payroll invoices generated each payroll. Verify accounts payable amounts and tie out accounts.
Keep YTD spreadsheet up to date and check for accuracy to tie all payrolls out with YE and W-2 totals.
Download and send in New Hire report.
Download, verify and send TRA and PERA file for each payroll. Process all check requests generated with payroll.
Prepares quarterly, year-end payroll tax returns and payroll invoices.
Reconcile all payrolls at year end and tie with W-2’s and YE reports.
Answer staff questions regarding pay, benefits, and deductions.
Prepares necessary audit workpapers and work with the Auditors during the audit.
Maintains and provides precise information relative to negotiations for all employee groups.
Prepares all correspondence relative to payroll.
Performs related work as apparent or assigned.
QUALIFICATIONS
· Requires minimum of high school diploma or general education degree (GED).
BA degree in accounting, finance, human resources or related field preferred.
Proven successful experience in accounting, finance or job related field.
Minimum of two years’ experience in the preparation of payroll records.
Experience in School District Payroll Systems preferred.
Experience and/or training in the utilization of computer payroll application software.
Ability to interpret/apply/explain rules/regulations/policies/procedures, meet schedules and time lines, work confidentially with discretion, complete work with many interruptions and perform responsible payroll record-keeping duties.
Such alternatives to the above qualifications that the school district may find appropriate and acceptable.
· Experience working in a team environment with evidence of good written and verbal communication skills, of ability to interact positively with others, and exceptional organizational and time management skills.
REQUIRED KNOWLEDGE (position requirements at entry)
Knowledge of:
● Data privacy laws
● District administrative policies and procedures
● Principles and practices of office administration
● Office procedures and practices
● Basic knowledge of supervisory approaches and methods
● Computer operation and office software and packages used in office administration
REQUIRED SKILLS (position requirements at entry)
Skill in:
● Basic office procedures and activities
● Using computers and equipment such as calculators, printers, copiers, fax machines and telephone systems
● Managing time and setting work priorities for self and others
● Writing and compiling information for reports
● Communication and interpersonal skills needed to interact with students, coworkers, supervisors, or the general public sufficient to exchange and convey information
● Organizational skills needed to maintain school records, files and reports
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
LANGUAGE SKILLS:
Ability to read and interpret documents for content, appropriateness for intended purpose and the ability to relate content succinctly to employees. Ability to develop correspondence in accordance with the District communication guidelines. Ability to speak effectively, both before groups and individually to employees and supervisors.
MATHEMATICAL SKILLS:
Ability to calculate figures and amounts in relation to budgets, staffing ratios, contract salaries and hourly rates of pay. Ability to prorate contracts. Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent, and to draw and interpret graphs.
REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Ability to verify insurance plan transactions internally and with vendors and participants.
OTHER SKILLS and ABILITIES:
Must have strong communication, grammatical, computer and interpersonal skills. Must have ability to learn and utilize new software programs as systems are upgraded. Ability to establish and maintain effective working relationships with staff of the Superintendent’s Office, HR Department, Principals’ Offices, other District administrators and supervisors and third-party administrators. Ability to speak clearly and concisely both in oral and written communication. Ability to perform duties with awareness of all district contracts and Board of Education policies. Ability to become an informed member of Business Office with ability to assist District staff with routine requests and questions.
Incumbents will be exposed to a typical office environment.
TERMS OF EMPLOYMENT:
Full time, year round position, 40 hours per week beginning May, 2022.
SALARY AND BENEFITS:
$28.50 to $29.37 per hour per hour depending on experience and training and benefit package in accordance with the Confidential Unit Contract.
APPLICATION PROCEDURE: External and internal applicants must apply online at www.isd12.org. Click on Employment at the top of the page to begin the application process. Applications must be received by Friday, April 22, 2022.