Location: Dulce,NM, USA
MINIMUM QUALIFICATIONS:
* High School diploma or completion of General Education Development Test (GED) with some college level education, and some experience in this field.
* Some competencies in mathematical computation/accounting and the use of all office machines.
* Experience working with computers and software programs.
* Hold or be eligible for New Mexico School Business Official License.
SUPERVISOR:
Superintendent of Schools - General Supervisor
Business Manager - Immediate Supervisor
POSITION SUMMARY:
To contribute to staff morale by the prompt and accurate handling of all payroll and employee benefits matters.
ESSENTIAL JOB FUNCTIONS
Payroll Services:
* Manage and process payroll functions to guarantee timely completion of each bi-weekly pay period for the district.
* Review timecards for accuracy, completeness, and verification of hours worked.
* Prepare overtime reports for all non-exempt employees based on the Fair Labor Standards Act and ensure that district policies and procedures are followed.
* Review payroll vouchers for accuracy, completeness, and post for each payroll.
* Review leave reports from each school to make sure leave has been submitted in an accurate and timely manner.
* Review Red Day Leave and post for all personnel.
* E-mail to Administrators missing leave
* Review all district leave requests for accuracy and process each pay period.
* Review and process all payroll change requests, employee benefit changes, deductions, contract changes, and any other information that affects employee payroll.
* Prepare and review payroll performa to ensure accuracy prior to printing payroll checks.
* Run payroll checks and place in envelopes for distribution to each campus.
* Wire transfer monies for direct deposit and federal taxes bi-weekly.
* Print, separate, and file payroll reports in binders for each pay period.
* File vouchers, leave reports, timecards, and time reconciliation sheets each pay period.
* Process summer payroll checks for all district employees and ensure that employee contracts are balanced and finalized.
* Provide training to school secretaries on payroll procedures and maintain ongoing communication to ensure smooth submission of required documents.
Employee Benefits:
* Set-up and present benefits portion for annual new employee orientation meeting.
* Meet individually with each new employee to assist with required insurance paperwork and timely submission to acquire benefits they desire.
* Process paperwork and enter employee benefit data in computer system.
* Notify employees of open and switch enrollment times and process change requests.
* Respond to employee inquiries and questions. Research and resolve employee benefit concerns in a timely and efficient manner.
* Notify employees of premium and benefit changes and update changes in computer database when required.
* Process deduction adjustments and check for accuracy each pay period.
* Process Disability applications.
Personnel Files and Recordkeeping:
* Responsible for maintaining personnel files for district contracted employees:
administrators, certified and non-certified employees and inactive employees.
* Ensure personnel records are organized, accurate, complete, and meet audit standards.
* Meet with newly hired employees to acquire and ensure timely submission of required
personnel documents: background checks, transcripts, licensure, employment
verifications, W-4, I-9, and other payroll/personnel forms or retire.
* Enter new employee data in visions: leave plans, deductions, and contract pay.
* File documents and maintain current personnel records.
* Respond and complete employment verification requests and inquires.
* Prepare employee separation papers and ensure that proper resignation forms and
procedures have been followed for employees that resign or retire.
* Assist principals or district employees with inquires about payroll, personnel
documents, or employee benefit issues or concerns.
Payroll Reports:
* Reconcile monthly and quarterly reports and distribute deductions to proper authorities: IRS, NM Taxation, Retirement, NMRHC, Unemployment, and Workman's Comp. and AFT, and Texas Life.
* Reconcile monthly NMPSIA and insurance bills, make appropriate adjustments and/or refunds as necessary, and remit payments to insurance companies timely.
* Prepare and submit employee accident reports to Workman's Comp in a timely manner. Follow-up, research, and assist in resolving issues related to workman's comp claims.
* Complete surveys as requested: Occupation, Employee Reports, Child Support, Garnishments, NM Dept. of Labor, etc.
Payroll-Benefits Specialist:
Annual Responsibilities:
* Prepare annual salary endorsements, re-employment letters, and contracts for district.
* Prepare and distribute annual W-2's to all district employees.
* Assist with preparation of the annual T & E audit report.
* Process annual district Buy Back checks and distribute to employees.
* Meet with auditors, provide required payroll documents for inspection, answer questions, address areas of concern, and participate in annual audit exit meeting.
* Close payroll records each fiscal and calendar year: reconcile annual reports, file and retain all pertinent records.
* Rollover and set-up district payroll/personnel records and salaries each fiscal year.
* Create annual payroll calendars for the district.
Other Assigned Duties:
* Balance activity bank statement monthly.
TERM OF EMPLOYMENT: 12 Months of Employment
Work schedule and hours to be established by the Board of Education on an annual basis, through the recommendation of the Superintendent.
SALARY: To be established by the Board of Education on an annual basis, through the adoption of Salary Schedules.
PRIMARY JOB LOCATION: Dulce School Central Office (Administration building)
PHYSICAL REQUIREMENTS: Employee must frequently lift or move up to 10 lbs., and occasionally lift up to 30 lbs.
EVALUATION: Performance will be evaluated in accordance with provisions of Board Policy. To be evaluated by the Business Manager and Superintendent.