Payroll and Benefits Specialist

New Albany-Plain Local Schools; Ottawa; On-site; CAD 84,000 - 105,000; Full time

Job summary

New Albany-Plain Local Schools is seeking a Payroll and Benefits Specialist to manage the accurate and timely processing of payrolls in compliance with federal, state, and district policies. You will handle confidential files and respond to internal and external inquiries with professionalism.

The position administers employee leave, including FMLA, coordinates enrollment and benefits, prepares required reports, and supports the Treasurer/CFO and district staff with data needs and policy updates.

Qualifications

• Associate degree in Finance, Accounting or related field.
• 3 years experience in finance, accounting ideally in a school setting or related field.
• Intermediate or above skills in Microsoft Office Word and Excel.
• Demonstrated prior experience administering FMLA and other employee leave programs, including determining eligibility, managing required documentation and deadlines, tracking leave usage, and ensuring compliance with applicable federal and state regulations.

Responsibilities

• Maintains confidential payroll files on all employees in the district.
• Processes payroll deviation reports and time sheets, and the processing of enrollment forms from employees on all payroll related withholdings, fringe benefits, and making related changes in the computer system on a timely basis.
• Collects and maintains leave forms, official records, and/or appropriate documentation for sick leave, personal leave, vacation leave, and other types of absences and accruals as well as coordinates the timely processing of all types of absences.
• Computes pay of classified/certified employees and prepares checks and related reports.
• Assists in gathering and retrieval of data as well as preparing reports for employee negotiations, cost studies, and other needs as assigned by the Treasurer/CFO or her/his designee.
• Verifies employee salaries/wages as approved by the Board of Education.
• Processes verification of employment forms as requested by/on behalf of employees.
• Prepares and files all payroll related reports with the Internal Revenue Service, State Department of Taxation, City Income Tax Departments, Retirement Systems, annuity companies, and all other payroll related reports.
• Works with administration and other staff to develop and/or update current policies, procedures, and internal control systems for all payroll and benefits functions performed in the Treasurer/CFO's Office (including form development, automation, and revisions).
• Assists in training district personnel in payroll department policies, procedures, new computerized payroll enhancements for an accurate and efficient district payroll function.
• Prepares payroll distribution and transfers checks from other appropriate bank accounts to the payroll clearing account.
• Distributes all salary and fringe benefits to the appropriate funds and budgetary accounts.
• Prepares ODJFS reports, and the STRS magnetic tape advance at year end.
• Prepares monthly billings for health insurance for employees on leaves of absence.
• Performs periodic audits of the payroll system to ensure accuracy of the calculation, placement on appropriate salary steps, and calculates all severance payouts.
• Coordinates C.O.B.R.A. notification on employees who no longer are employed by the district.
• Provides information as needed regarding unemployment verification forms, separation of employment requests, etc.
• Provides information as needed regarding STRS/SERS contributions.
• Handles information inquiries from district employees regarding a wide variety of payroll or benefits related issues.
• Carries out all assignments in a professional manner and maintains a high standard of due professional care in all work performed.
• Prepares monthly billings for health insurance for employees on leaves of absence.
• Performs periodic audits of the benefits system to ensure accuracy of the calculation and placement on appropriate salary steps.
• Calculates over $50,000 term life insurance adjustment and other adjustments to year end W-2 files. Responsible for timely completion of W-2 forms and other related reports or documentation to assure annual notifications prior to IRS deadlines.
• Coordinates open enrollment processes for employee benefits.
• Serves as support for other human resources functions.
• Maintains strict confidentiality in all personnel related matters.
• Other duties as assigned by the Treasurer/CFO or her/his designee.

Skills

Payroll processing experience

Customer service

Strong organization

Education

Associate degree in Finance, Accounting or related field

Tools

Microsoft Word

Excel

Job description

Overview:The Payroll and Benefits Specialist will be responsible for the processing and timely delivery of assigned payrolls in compliance with federal laws, state laws and regulations. The Payroll and Benefits Specialist will perform payroll and benefits related duties and provide excellent customer service to internal and external customers in assigned areas. The Payroll and Benefits Specialist will have primary responsibility for administering employee leave programs, including Family and Medical Leave Act (FMLA) leave, ensuring accurate and timely processing, compliance with applicable laws and regulations, and effective communication with employees and supervisors throughout the leave process.

Key Responsibilities

• Maintains confidential payroll files on all employees in the district.
• Processes payroll deviation reports and time sheets, and the processing of enrollment forms from employees on all payroll related withholdings, fringe benefits, and making related changes in the computer system on a timely basis.
• Collects and maintains leave forms, official records, and/or appropriate documentation for sick leave, personal leave, vacation leave, and other types of absences and accruals as well as coordinates the timely processing of all types of absences.
• Computes pay of classified/certified employees and prepares checks and related reports.
• Assists in gathering and retrieval of data as well as preparing reports for employee negotiations, cost studies, and other needs as assigned by the Treasurer/CFO or her/his designee.
• Verifies employee salaries/wages as approved by the Board of Education.
• Processes verification of employment forms as requested by/on behalf of employees.
• Prepares and files all payroll related reports with the Internal Revenue Service, State Department of Taxation, City Income Tax Departments, Retirement Systems, annuity companies, and all other payroll related reports.
• Works with administration and other staff to develop and/or update current policies, procedures, and internal control systems for all payroll and benefits functions performed in the Treasurer/CFO's Office (including form development, automation, and revisions).
• Assists in training district personnel in payroll department policies, procedures, new computerized payroll enhancements for an accurate and efficient district payroll function.
• Prepares payroll distribution and transfers checks from other appropriate bank accounts to the payroll clearing account.
• Distributes all salary and fringe benefits to the appropriate funds and budgetary accounts.
• Prepares ODJFS reports, and the STRS magnetic tape advance at year end.
• Prepares monthly billings for health insurance for employees on leaves of absence.
• Performs periodic audits of the payroll system to ensure accuracy of the calculation, placement on appropriate salary steps, and calculates all severance payouts.
• Coordinates C.O.B.R.A. notification on employees who no longer are employed by the district.
• Provides information as needed regarding unemployment verification forms, separation of employment requests, etc.
• Provides information as needed regarding STRS/SERS contributions.
• Handles information inquiries from district employees regarding a wide variety of payroll or benefits related issues.
• Carries out all assignments in a professional manner and maintains a high standard of due professional care in all work performed.
• Prepares monthly billings for health insurance for employees on leaves of absence.
• Performs periodic audits of the benefits system to ensure accuracy of the calculation and placement on appropriate salary steps.
• Calculates over $50,000 term life insurance adjustment and other adjustments to year end W-2 files. Responsible for timely completion of W-2 forms and other related reports or documentation to assure annual notifications prior to IRS deadlines.
• Coordinates open enrollment processes for employee benefits.
• Serves as support for other human resources functions.
• Maintains strict confidentiality in all personnel related matters.
• Other duties as assigned by the Treasurer/CFO or her/his designee.

Key Qualifications

• Associate degree in Finance, Accounting or related field.
• 3 years experience in finance, accounting ideally in a school setting or related field
• Intermediate or above skills in Microsoft Office Word and Excel
• Demonstrated prior experience administering FMLA and other employee leave programs, including determining eligibility, managing required documentation and deadlines, tracking leave usage, and ensuring compliance with applicable federal and state regulations.

Knowledge, Skills and Abilities (KSA)

• Intermediate or above skills in Microsoft Office Word and Excel.
• Self motivated with the ability to work with minimal direction.
• Must be well organized, have good oral and written communication skills and a commitment to customer service.
• Ability to work on multiple tasks or parts of tasks simultaneously to ensure timely completion of work activities.
• Demonstrated ability to monitor important and complex projects concurrently.
• Ability to maintain confidentiality at all times to protect employee's rights and information.
• Ability to apply critical thinking strategies to review data and present ideas and information.
• Ability to exercise sound judgment when making decisions.
• Ability to research and/or apply laws, rules, regulations, and bargaining contract provisions to recommend alternative solutions to take an appropriate course of action.

Physical Demands & Work Environment

PHYSICAL DEMANDS: The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Position is mostly indoors.
• While performing the duties of this job, the employee is frequently required to sit. Occasionally the employee will stand, and walk.
• The employee may lift and move objects up to 25 pounds.
• The employee must also have the ability to work in an office environment, and to operate varied technologies.
• The specific vision requirements of the job include good depth perception and occasionally being able to see objects/persons at a distance.
• While performing the duties of the job the employee frequently is required to hear conversation in quiet, as well as, a noisy environment and be able to tell where a sound is coming from.
• The employee must be able to communicate to the team in order to give directions.

WORK ENVIRONMENT

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Occasionally the employee must be able to meet deadlines with severe time constraints and interact with public and other workers.

Salary range: $60,000 - $75,000
260 days/year

The Board of Education does not discriminate on the basis of race, color, national origin, sex (including sexual orientation and transgender identity), disability, age, religion, military status ancestry, genetic information (collectively, "Protected Classes"), or any other legally protected category, in its programs and activities, including employment opportunities.