Job Description
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Job Title: Payroll Specialist
Location: El Reno Center
Reports To: Human Resources Director
FLSA Status: Non-Exempt/12 month
Benefits: Employee Health, Dental, Vision and Life Insurance; Oklahoma Teacher Retirement; Vacation, Sick, Personal, and Community Service leave; Paid Holidays; $2400 Flex Benefit; Employee Tuition Reimbursement Assistance; 401a Employer Match
Job Group: Z
TC Data Code: 9
Revised By: Courtney Aguilar
Revision Date: October 2023
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SUMMARY
Process payroll, ensure compliance with Federal and State rules and regulations, coordinates with department staff regarding all payroll related issues and serves as the district’s primary contact person for payroll inquiries and support.
EDUCATION and/or EXPERIENCE
Associates degree and a minimum of 2 years of payroll experience or equivalent combination of education and experience required. Preference may be given to applicants with a bachelor’s degree and/or school payroll experience.
ESSENTIAL DUTIES AND RESPONSIBILITIES To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned.
Manage payroll processes:
o Calculate new hire salaries and verify new hire information
o Maintains payroll liability account and performs associated General Ledger entries
o Accurately code payroll encumbrances in compliance with OCAS and local guidelines
o Encumber salary and benefits for board approval prior to issuing paychecks
o Verify contracts for part-time and adjunct employees have been received prior to issuing paychecks
o Process all payrolls, includes verifying and filing timesheets/TimeClock records and verifying employee time off requests.
o Reconcile all employee deductions with monthly billing statements.
o Tracks and maintains compliance with federal, state or local contribution regulations on annuities and Section 125 benefits
o Track and maintain accurate records for over-time payments and compensatory time.
Prepare and submit Federal tax reports:
o Quarterly 941 tax returns
o Annual W2 filings
o Bureau of Labor Statistics Census
Prepare and submit State reports including:
o Oklahoma New Hire
o Unemployment
o Monthly Teachers’ Retirement
o Calendar Year Teachers’ Retirement
o Fiscal Year Teachers’ Retirement
Complete Verification of Employment (VOE) on both full-time and part-time staff.
Keep current on Federal and State laws and regulations. Suggest changes in policy or procedure necessary to maintain compliance. Work with departments or vendors to ensure payroll reports meet requirements.
Calculate and ensure compliance with employee garnishments as required by law
Completes Teachers’ Retirement audits
Calculate final payroll owed and vacation time owed for terminated employees.
Keep software data clean and accurate
Maintains working relationships with employees and vendors
Tracks and processes employee license/certification reimbursement as per district policy and procedures.
Tracks and processes district-wide comp time and district approved insurance plan(s) for accuracy/verification
Attend seminars and workshops to upgrade skills and knowledge
Assist department with all human resource functions as needed/directed.
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. The primary work environment is in an office environment that regularly requires employee to sit, stand, and walk. Requires reliable, dependable and punctual attendance. The employee must occasionally lift and/or move up to 25 pounds. This is not an exhaustive list.
Canadian Valley Technology Center does not discriminate on the basis of race, color, national origin, sex, disability or age in its programs, activities and employment. The following persons have be designated to handle inquiries regarding the non-discrimination policies: Title IX Coordinator: ridgewayt@cvtech.edu; 504 Coordinators: 504@cvtech.edu, 405-422-2626, 6505 E Hwy 66, El Reno, OK 73036.