Payroll Administrator

JOB DESCRIPTION: Human Resources announces an opening for the position of Payroll Administrator. This is a full-time, in-person, Grade E-10 position located in the Department of Human Resources. The Payroll Administrator supports and assists, as primary back-up, the Supervisor of Payroll in producing the semi-monthly payroll for Arlington Public Schools (APS). The Payroll Administrator helps ensure adherence to applicable Federal, State, and Local regulations, helps coordinate changes to timekeeping calendars and payroll processing deadlines in coordination with Information Services and Finance staff. Processes Federal, State, and Local payroll statements and associated reporting. The Payroll Administrator reports to the Supervisor of Payroll. RESPONSIBILITIES: ILLUSTRATIVE EXAMPLES OF WORK (May not include all duties performed – These are intended as an illustration of the various types of work performed. The omission of specific duties does not exclude them from the position if the... work is similar, related, or a logical assignment to the position.) • Processes payroll actions required for issuance of the semi-monthly payroll. Enters or reviews data pursuant to official personnel actions or other sources, such as Court-ordered garnishments, into the Oracle-based payroll system. • Manages and processes court ordered garnishment summons. Prepares correspondence to employees and courts acknowledging receipt of garnishment summons and provides specific withholding information. Sets-up, processes, balances, reconciles, maintains and remits payments and any other necessary reporting to courts. • Administers processing of semi-monthly timesheets including generation, submission, and mass approval. Reviews timesheets for completeness and conformance with established APS policies and procedures. • Communicates with timekeepers to ensure timesheet deadlines are met and to provide guidance regarding snow emergency closures, etc. • Assists with training timekeepers in various departments regarding requirements and processes for submitting timesheets • Distributes payroll data to timekeepers to process the bi-weekly payroll; collects data from various locations, verifies accuracy, resolves problems with timekeepers, and enters payroll and leave data into the computerized payroll and leave system. • Reviews payroll reports for the semi-monthly payroll to ensure accuracy. Assures that change actions have been processed. As needed, issues manual payments with approval from Supervisor of Payroll in cases where errors have occurred. • Helps prepare quarterly and year-end reports of payments, FICA, Federal income tax and State income tax withholdings, reconciling totals with reports prepared by the payroll service bureau and amounts transmitted to Federal, State, and Local tax agencies. • Submits required reporting to Social Security Administration, Internal Revenue Service (IRS) and State and/or City of employee residence. • Researches tax publications and the Internal Revenue Code and state tax codes concerning requirements for reporting of taxable and nontaxable monies. • Stays abreast of legislation and regulations affecting tax status of payments, non-cash income and related matters and may recommend modifications to standard and special reports generated from the payroll system, or system modifications, as warranted. • Stays abreast of developments in payroll, human resources and payroll-related matters. • Adheres to payroll, court, Internal Revenue and other legally required guidelines as well as internal APS processes and procedures. • Recommends, or participates in, the development of new/modified processes and procedures related to APS payroll operations utilizing knowledge of payroll systems and State and Federal policies and regulations. • Participates in, and conducts, payroll training sessions for departmental representatives responsible for time and attendance reporting. • May coordinate Workers Compensation cases within APS to ensure proper repayment of funds and reporting for tax purposes and may complete Compensation Commission required wage and hour statements covering the full year immediately prior to injury. • Processes sick leave transfers to and from other school jurisdictions within the Virginia Retirement System. • Maintains and updates personnel and payroll records for employees; processes resignations, and changes employee withholdings; makes changes on an employee record such as address and change in benefits; processes payoffs for retirees. • Calculates and processes retirement payments to third party vendor (BENCOR) for APS employees upon retiring. • Coordinates the administration of the APS Summer School payroll(s) to include set-up, processing and reconciliation of pay. • Answers inquiries from employees, senior staff or administrators regarding pay, taxes and deductions, contracts, and other related issues. • Assists the Supervisor of Payroll with Payroll Webpage maintenance • Assists the Supervisor of Payroll, as requested, and serves in his/her stead. • Performs related payroll and timekeeping administration duties as assigned. EXPERIENCE: REQUIRED KNOWLEDGE, SKILLS AND ABILITIES • Experience working with students, families, and staff from various cultural and linguistic backgrounds. • Bilingual skills preferred but not required. • Knowledge of, and skill in, payroll requirements and processes to prepare and process legally-compliant, timely and accurate payroll actions, audit time and attendance reports, check/update leave records, etc. This body of information includes, but is not limited to, (1) knowledge of (a) key Federal pay- and payroll-related regulations (such as FLSA, FICA and FMLA), Federal-creditor-student loan garnishments, levies, other involuntary deductions and taxes, (b) key employee and employer pay/payroll forms (such as W-2, W-4 and 1099-Misc.), (c) methods and timing of payment (such as direct deposits and stop payments), and (d) principles and practical matters of automated payroll systems and (2) skill in computing wages, overtime payments, voluntary and involuntary deductions, special payments (advances/stipends), garnishments and levies, in preparing journal vouchers and other accounting documents, and in preparing and filing tax reports. • Knowledge of key State and local regulations pertinent to the places of residence of APS employees (or ability to rapidly acquire this State/local information) to ensure legally-compliant, timely and accurate payroll actions. • Knowledge of the payroll and accounting systems/processes of APS, and of payroll-related APS processes and procedures, or ability to rapidly acquire APS-specific information, to use the automated APS payroll system skillfully, adhere to APS procedures, inform/advise timekeepers/managers/employees on payroll, time and attendance or leave issues, and support APS HR specialists in their processing of personnel/pay actions that affect payroll. • Skill in problem solving to select, organize and logically process relevant information (verbal, numerical or abstract) to solve a problem. This includes ability to recognize subtle aspects of problems, identify relevant information and make balanced recommendations and decisions. Examples include using formulas and checklists to check payroll runs for accuracy, help prepare quarterly and year-end reports and check for discrepancies in individual records; training others, based on assessment of group/individual needs, to improve their knowledge and skills in timekeeping; and making recommendations for new or improvement in existing automated reports. • Skill in written communication to understand written information (including facts, assertions and arguments) and to express such information in writing so that others will understand, agree or comply. • Skill in oral communication to understand verbal information (including facts, assertions and arguments) and to express such information verbally so that others will understand, agree or comply. This includes the ability to encourage effective oral communication by others, such as timekeepers having questions about timekeeping procedures. • Interpersonal skills to interact with contacts in a businesslike, customer service-oriented manner by establishing and maintaining effective working relationships and working in harmony with others. • Skill in using a computer, modern office suite software (such as MS Office), enterprise systems/software (such as the Oracle HRMS of APS) and specialty systems/software. • Ability and willingness to work under pressure of recurring deadlines and during peak periods. QUALIFICATIONS: MINIMUM EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS • An Associate Degree in Business Administration, Human Resources, Payroll, another business domain or any other field providing a strong foundation for success in the duties and responsibilities in this class specification, or an equivalent combination of education, experience and training that totals two years, are required. • Two years of experience in payroll processing are required. This experience must provide evidence of (1) understanding of (a) key Federal pay- and payroll-related regulations (such as FLSA, FICA and FMLA), Federal-creditor-student loan garnishments, levies, other involuntary deductions and taxes, (b) key employee and employer pay/payroll forms (such as W-2, W-4 and 1099-Misc.), (c) methods and timing of payment (such as direct deposits and stop payments), and (d) principles and practical matters of automated payroll systems and (2) skill in computing wages, overtime payments, voluntary and involuntary deductions, special payments (advances/stipends), garnishments and levies, in preparing journal vouchers and other accounting documents, and in preparing and filing tax reports. LICENSE/CERTIFICATION • Certification by the American Payroll Association (APA) at the FPC (Fundamental Payroll Certification) level, or above, is desired. CONTACT INFORMATION: APPLICATION PROCESS Candidates must submit an application online and attach a resume, a written statement of interest in and qualifications for this position. Please complete the online Administrative/ Technical application on the APS website in the Employment section, www.apsva.us. A minimum of three (3) letters of recommendation must also be attached. (Recommendation letters may be sent in separately.) APPLICATIONS MUST BE SUBMITTED ONLINE AND WILL ONLY BE CONSIDERED IF ALL REQUIRED INFORMATION IS INCLUDED. EQUAL OPPORTUNITY EMPLOYER It is the policy of the Arlington County School Board, as stated in the School Board Policy G-2.30, that employment opportunities shall not be restricted, abridged or otherwise adversely affected on the basis of race, color, religion, age, gender, sexual orientation, national origin, marital status, or disability. APPLY TO: Please follow the directions above. SALARY: Salary range of $80,516 to $131,967 annually based upon 23/24 pay plan. DAYSShow full descriptionCollapse