JOB GOAL:

The Principal Account Clerk / Payroll Specialist 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.  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. 

 

RESPONSIBILITIES

• Prepares payroll across multiple pay cycles 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 workflow to adhere to payroll schedules;
• Processes distribution of staff payroll checks vouchers;
• Responds to all inquiries related to employee benefits and compensation (i.e. credit inquiries, disability, retirement board, and workmen’s compensation, IRS, MA DOR, etc.;
• Maintains the District staff paid time off databases to ensure compliance with individual and collective employment agreements and the financial integrity, efficiency and accuracy of systems processes including the application, processing and validation of monthly accruals of paid time off;
• Validates information processed nightly via import between MUNIS and PowerSchool (HR Database);
• Tracks staff absences to ensure that staff are eligible for compensation based on availability of appropriate paid time off and proper documentation to support the absence and adjusts staff payroll as needed;
• 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 all related databases including but not limited to paid, time off, budget, payroll, etc.;
• Maintains and applies effective working knowledge of benefits and compensation best practices, District collective bargaining agreements, tax entity forms, compensation calculation methodology, processes and procedures;
• Prepares and process quarterly Medicare wage reports;
• Prepares monthly state Labor Report;
• Under the direction of the Payroll Manager manages the FLSA application to track, identify, calculate and apply over-time pay to the payroll;
• 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;
• Responds as necessary to wage/benefit court subpoenas, insurance affidavits, IRS, MA DOR, support and other wage levies;
• Prepares simple and complex payroll accounting to accurately calculate employee compensation and benefits;
• Reviews and reconciles all staff time reports for accuracy and compliance to collective bargaining agreements to ensure accurate application to payroll file;
• Manages multiple complex tasks simultaneously and under pressure with a high degree of accuracy and accountability;
• Demonstrates the highest level of customer service skills when addressing employee questions, concerns, and successfully reconciles employee compensation and benefits issues;
• Analyzes accounting function assignment 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;
• Applies all salary/longevity/stipend schedule tables as defined by union CBA’s / individual employment agreements for all employees to ensure accuracy of payment;
• Manages all ABA routing data to ensure integrity and accuracy of employee electronic pay deposits;
• Maintains a working knowledge and understanding of MUNIS payroll software / functionality and staff paid time off applications through the entire payroll process;
• 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 resolves questions from employees as needed;
• Processes a wide range of reports as required;
• Reconciles, processes and transmits the monthly retirement report and other retirement board memoranda utilizing MyTRS pension software;
• 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.

 

Position Reports to:  Chief Financial Office or designee

 

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.