JOB GOAL:

The Principal Account Clerk - Payroll Coordinator supports District strategies, goals and objectives by preparing and processing accurate and timely payroll complying with all established District, municipal, DESE and general accounting principles and procedures, state and federal tax agencies, pension systems and a wide range of corporate compensation and benefit vendors.  The position supports the integrity of the District Finance Department expending more than 85% of District and other budget in an accurate manner.  It supports staff morale and confidence by accurately applying the terms of District collective bargaining agreements, individual salary and benefits agreements and employee contracts, District staff policies and procedures.  The position plays a critical role in enabling District staff to focus without negative distractions on the District goals, objectives and strategies associated with the education of the Somerville student by effectively managing benefits and compensation best practice.

 

RESPONSIBILITIES

• Prepares payroll for all District staff;
• Plans, manages and administers all staff voluntary and mandatory payroll deductions including but not limited to insurances, union dues, deferred compensation, retirement, loans, etc.;
• Manages and processes electronic payroll deposit files;
• Processes and applies to payroll all staff appointments, salary adjustments, promotions, resignations, terminations, leaves of absence, and any other changes affecting the payroll;
• Plans work program to adhere to payroll schedules;
• Sorts and distributes pay checks;
• Prepares employer quarterly and year-end tax agency reports (forms 940, 941, W2, etc.);
• Responds to all inquiries related to employee benefits and compensation (i.e. credit inquiries, disability and workmen’s compensation, IRS, MA DOR, etc.;
• Manages and utilizes MUNIS payroll software and all related databases utilizing MS Office, FileMaker Pro in the performance of the job;
• Assists in the maintenance of the human resources employee database;
• Maintains and applies effective working knowledge of benefits and compensation best practices, tax entity forms, methodology, processes and procedures;
• Applies working knowledge of Social Security and Retirement Laws, federal, state and local tax laws, rules and regulations with respect to payroll preparation and maintenance of records;
• Prepares simple and complex payroll accounting to accurately calculate employee compensation and benefits;
• Communicates with all District stakeholders relative to the payroll process including employees, administrators, department heads and municipal and state officials;
• Reconciles expenditures recorded in the Substitute Teacher database to ensure accurate application to payroll file;
• Manages multiple complex tasks simultaneously and under pressure with a high degree of accuracy and accountability;
• Exercises good judgment and common sense;
• Demonstrates the highest level of customer service skills when addressing employee questions, concerns, and successfully reconciles employee compensation and benefits issues;
• Analyzes staff function so as to accurately assign appropriate payroll expense accounts to the General Ledger; creates new GL accounts as needed;
• Manages payroll deduction codes for all employee records to ensure highest level of accuracy;
• Creates and manages MUNIS Job Classifications and Position Control Records for all District position;
• Creates and manages salary/longevity/stipend schedule table as defined by union CBA’s / individual employment agreements for all employees to ensure accuracy of payment;
• Creates and maintains location codes to ensure that every employee is appropriately attached to the correct location and assignment for each fiscal year;
• Maintains group/union codes to ensure that all employees are attached to the appropriate unit as appropriate;
• Manages all ABA routing data to ensure accuracy of employee electronic pay deposits;
• Maintains a working knowledge and understanding of MUNIS payroll software / functionality through the entire payroll process;
• Establishes and manages Payroll Control settings to ensure each payroll type (i.e. weekly, bi-weekly, teachers) generates and processes correctly;
• Performs system validation through MUNIS “train” mode of payroll configuration changes;
• Configures Excel timesheets from district departments and prepares them for import into the payroll;
• Prepares and calculates manual paychecks as needed;
• Balances each payroll to the general ledger;
• Prints paychecks and notices of electronic deposit;
• Generates pay files for employees and vendors, assigns payroll file paths for transmitting to Municipal Auditor and Treasurer;
• Generates a wide range of payroll reports required for Municipal Treasurer including payroll registers, bank reports, child support and garnishment reports, vendor reports;
• Generates and analyzes data reports to ensure accuracy of employee payroll deduction, salary, tax, demographic files and records;
• Analyzes and assigns GL entries for accounting accruals;
• Receives, researches and addresses questions from employees through MUNIS requiring knowledge of MUNIS modules and report writing;
• Updates all salary tables each new collective bargaining unit and applies batch salary changes; applies terms of CBA’s, MOA’s, Salary and Benefits Agreements and Employee Contracts to the MUNIS file;
• Processes a wide range of reports as required;
• Reconciles, processes and transmits the monthly retirement report to Massachusetts Teachers Retirement system utilizing MyTRS pension software;
• Assists with the preparation of accounting audit materials;
• Reconciles financial statements and reports as appropriate;
• Performs other duties consistent with the scope and responsibility of the position as assigned, as may be required, and as may be requested by the Department Head or their designee.

 

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge and understanding of MUNIS payroll software to successfully prepare, transmit and manage employee benefits and compensation;
• Excellent technology skills including MS Office, FileMaker Pro and other appropriate applications as needed;
• Ability to communicate effectively and successfully address questions from staff and other stakeholders;
• Excellent analytical skills; ability to perform complex mathematical calculations to apply and manage employee compensation, benefits and related;
• Ability to maintain regular and consistent job attendance to support multiple payroll cycles; highest level of job commitment and work ethic;
• Excellent customer service skills and related professional characteristics including but not limited to the exercise and demonstration of tact, courtesy, respect under stressful circumstances;
• Ability to multi-task and meet stringent deadlines;
• Analytical skills to review, analyze and apply terms of multiple employee collective bargaining agreements, salary and benefits agreements and individual employee contracts;
• Knowledge of municipal, DESE and general payroll accounting procedures; knowledge of MA state pension law and regulations relative to payroll process;
• Knowledge of MTRS MyTRS reporting requirements and process.

 

EDUCATION & EXPERIENCE REQUIREMENTS:

• Five years of senior-level administrative support experience preferably incorporating payroll and or general accounting with progressive responsibility;
• Appropriate level of post-secondary studies in an applicable field (i.e. accounting, finance, management) preferred;
• Acceptable combination of experience and education

Terms of Employment:  This position will end as of June 30, 2024-the District will reserve the right to extend the timeline if applicable

 

Reports to:  School Payroll Manager

 

The Somerville Public Schools does not discriminate in its programs, facilities, or employment or educational opportunities on the basis of race, color, age, religion, disability, pregnancy, home status, marital/civil union status, sex/gender, gender identity, sexual orientation, citizenship status, place of birth, national origin, ancestry, cultural identity, genetics or military status, and does not tolerate any form of retaliation, or bias-based intimidation, threat or harassment that demeans individuals’ dignity or interferes with their ability to learn or work.