Payroll Accounting Specialist

Montgomery-Public-Schools; Dothan (AL); Presencial; USD 52.000 - 76.000; Jornada completa

Descripción de la vacante

Dothan City Schools in Alabama is seeking a Payroll Accounting Specialist to perform specialized accounting duties, payroll processing, and financial reporting in compliance with GAAP and local policies. The role integrates multiple districts functions and supports accurate compensation administration.

Reporting to the Accounting Supervisor, the position handles payroll adjustments, benefit deductions, tax filings, and year-end activities, while coordinating with Human Resources and district

Formación

• Bachelor’s degree or equivalent with training in accounting and bookkeeping.
• Five years’ experience in finance, accounting, or payroll; ten years preferred.
• Must meet background clearance as specified by Alabama statutes and State Board of Education regulations.

Responsabilidades

• Performs specialized accounting duties for a specific function as assigned under the direction of the Accounting Supervisor to ensure accurate and timely preparation, processing, and reporting in accordance with local policies, state and federal regulations, and GAAP.
• Compiles and maintains financial information related to assigned area(s) of responsibility and performs accounting duties supporting district/department operations including payroll, accounts payable, accounts receivable, cash receipting, federal programs, Child Nutrition Program, insurance/employee benefits, purchasing, fixed assets, etc.
• Uses approved systems and software to record, reconcile, and examine details of financial transactions from various sources in general and subsidiary records, journals, and ledgers for accuracy and compliance; prepares consolidating entries as required.
• Analyzes and reviews discrepancies, traces errors, makes corrections, and reports issues to the Accounting Supervisor for timely resolution.
• May assist with preparing bank deposits, reconciling bank statements, and monitoring account balances and related activity to ensure allocations are accurate and compliant; may assist with other bank-related functions including ACH file, bank transfer letters, etc.
• Prepares a variety of reports and other documentation and ensures timely submission to appropriate organizations and agencies to meet deadlines.
• Provides support during state and federal audit reviews to ensure availability of requested financial documentation and information.
• May contribute to development, maintenance, and distribution of standardized department documentation and communications as needed.
• Follows established procedures to maintain accurate and complete files and records for recording fiscal activities, audit trails, and compliance.
• Attends meetings to present and discuss information related to school system financial matters.
• Participates in professional learning opportunities and in-service training programs as assigned.
• Performs other duties as required by law, superintendent, board of education, and State Board of Education rules.

Educación

Bachelor’s Degree or equivalent experience with training in accounting and bookkeeping procedures.

Descripción del empleo

Payroll Accounting Specialist

SALARY LEVEL: Level 7

FLSA STATUS: Non-Exempt

REPORTS TO: Accounting Supervisor

Terms of Employment: Salary and benefits shall be paid consistent with the system’s approved compensationplan. Length of the work year and hours of employment shall be those established bythe system.

QUALIFICATIONS:

• 1. Bachelor’s Degree or equivalent experience with training in accounting and bookkeeping procedures.
• 2. Five (5) years’ experience required or ten (10) years preferred in finance, accounting, or payroll office performing accounting or accounting relatedduties. Recognition of verified professional accounting, finance, payroll, andrelated experience obtained both within and outside of public school systemsfor salary placement.
• 3. Must meet background clearance requirements as specified by Alabama statutesand State Board of Education regulations.

REQUIRED DUTIES AND RESPONSIBILITIES:

• 1. Performs specialized accounting duties for a specific function as assigned underthe direction of the Accounting Supervisor to ensure accurate and timelypreparation, processing, and reporting in accordance with local policies, stateand federal regulations, and generally accepted accounting principles (GAAP).
• 2. Compiles and maintains financial information related to assigned area(s) ofresponsibility and performs accounting duties specific to supporting districtdepartment and program operations, including payroll, accounts payable,accounts receivable, cash receipting, federal programs, Child Nutrition Program,local school bookkeeping support, insurance/employee benefits, purchasing,fixed assets, etc.
• 3. Uses approved systems and software to record, reconcile, and examine detailsof financial transactions from a variety of sources in general and subsidiary records, journals, and ledgers for accuracy and compliance; preparesconsolidating entries as required.
• 4. Analyzes and reviews discrepancies, traces errors, makes corrections, andreports issues as needed to the Accounting Supervisor to ensure timelyresolution.
• 5. May assist with preparing bank deposits, reconciling bank statements, andmonitoring account balances and related financial activity to ensure allocationsare accurate and compliant with established guidelines; may assist with otherbank-related functions as requested, including preparing ACH file, bank transferletters, etc.
• 6. Prepares a variety of reports and other documentation and ensures timelysubmission to appropriate organizations and agencies to meet establisheddeadlines.
• 7. Provides support and assistance as needed during state and federal auditreviews to ensure the availability of requested financial documentation andinformation.
• 8. May contribute to the development, maintenance, and distribution ofstandardized department documentation and communications as needed.
• 9. Follows established procedures to compile and maintain accurate and completefiles and records for the purpose of recording fiscal activities, maintaining audittrails, and complying with applicable guidelines and regulations.
• 10.Attends meetings as appropriate to present and discuss information related toschool system financial matters.
• 11.Participates in professional learning opportunities and in-service trainingprograms as assigned.
• 12.Perform other duties as may be assigned to the position by law, by the localschool superintendent and local board of education, and by rules and regulationsof the State Board of Education and the local government.

Payroll:

• 1. Computes salary adjustments for school system employees resulting from newhires, terminations, resignations, retirements, and other employment statuschanges, as well as step advancements, supplements, stipends, benefitsenrollment, wage garnishments, various deductions, tax adjustments, overtime,leaves of absence, etc.; works with the Human Resources department toaccurately process and verify payroll adjustments.
• 2. Reviews and validates school-level employee timecard information and identifiespotential and existing issues; notifies school bookkeepers of needed correctionsand missing documentation.
• 3. Ensures the completion and processing of various employee verification, directdeposit, and tax filing status forms.
• 4. Sets up insurance and benefits deductions in appropriate software systems.
• 5. Processes retirement applications, reviews for accuracy and completeness,confirms eligibility according to established guidelines, and submits to theappropriate organization(s).
• 6. Monitors and manages retirement records and accounts to ensure properwithholdings, balancing, and refunds are processed and posted.
• 7. Follows proper procedures for post-payroll functions; assists with preparing,compiling, and submitting periodic payroll and benefits summaries and reports asdirected.
• 8. Provides customer service to district-level and local school-level staff to assistwith inquiries and concerns regarding payroll practices and procedures, includingpaychecks, pay schedules, direct deposits, withholdings, benefits deductions, leaves of absence, accruals, timecards, etc.; escalates issues of a more complexnature to the Accounting Supervisor when necessary.
• 9. Processes sick bank documentation and monitors sick bank memberships,eligibility, donations, and balances to ensure alignment with human resourcesinformation.
• 10. Assists as needed with year-end preparation activities, such as calendarplanning, annual payroll timelines, budgeting, etc.
• 11. Assists as needed with billing of schools for extended day, extra trips, and othernon-regular salary payments.

Accounts Payable:

• 1. Performs activities related to the accurate processing of payment for approvedinvoices, travel requests, contracts, etc. at the Central Office level and fordepartments as assigned.
• 2. Maintains and updates internal accounts, ensuring that cash and other funds arereceived, balanced, deposited, and/or disbursed according to district, state, andfederal guidelines.
• 3. Reviews and posts check requests, purchase orders, vouchers, reimbursements,etc. to proper accounts prior to payment.
• 4. Inputs and reviews vendor invoices and statements and matches to properorder/receipt documentation to confirm accuracy; communicates effectively withvendors to resolve issues as needed.
• 5. Processes check run, prints and distributes reports to appropriate recipients, andprepares and matches checks for filing and mailing.
• 6. Monitors and reconciles teachers’ fee replacement purchasing cards.

Federal Programs/Special Funds Bookkeeping:

• 1. Monitors financial activity for federal and special programs to ensure allocationsare accurate, expenditures are within budgets, related revenues are requestedand received, and proper fiscal practices are followed.
• 2. Enters and edits budget/chart of accounts information for individual programsand submits to appropriate personnel; works with program staff to makenecessary budget amendments.
• 3. Verifies program staff and maintains salary spreadsheets for those included inprogram budgets; monitors actual and projected payroll expenses andresearches and resolves any discrepancies.
• 4. Reviews program expenditures and compares to budgets; generates reports andconsults with program staff and the Accounting Supervisor as needed.
• 5. Provides assistance to district-level and local school-level staff as requested toensure compliance with program-related funding and activities, includingbudgets, purchase orders, account codes, salaries, invoices, etc.
• 6. Performs year-end close-out functions, including review of budgets andcalculation of carryover funds to ensure requirements are met.
• 7. May prepare written documentation (e.g., reports, schedules, correspondence,etc.) related to federal and special programs as requested.

CNP Bookkeeping:

• 1. Performs accounts payable functions for the Child Nutrition Program related tothe accurate processing of payment for approved invoices, contracts, etc.
• 2. Maintains and updates CNP accounts, ensuring that cash and other funds arereceived, balanced, deposited, and/or disbursed according to district, state, andfederal guidelines.
• 3. Reviews and posts check requests, purchase orders, vouchers, reimbursements,etc. to proper accounts prior to payment.
• 4. Completes CNP purchase orders and follows established procedures to processand submit.
• 5. Inputs and reviews CNP vendor invoices and statements and matches to properorder/receipt/bid documentation to confirm accuracy; communicates effectivelywith vendors to resolve issues as needed.
• 6. Gathers and maintains both district-wide and individual school CNP data relatedto financial transactions, program participation, meal counts, labor hours, etc.;generates reports and submits to appropriate personnel as needed or requested.
• 7. Verifies and maintains current inventory records for CNP to ensure accurate andup-to-date information and consistency with district policies.
• 8. May assist as requested with preparing documentation for bids, quotes, andsolicitations for CNP in accordance with state and federal procurementguidelines.

Purchasing:

• 1. Receives purchase requisitions and reviews for accuracy and completeness;assigns appropriate codes; processes purchase orders; and distributes copies asneeded.
• 2. Prepares documentation for bids, quotes, and solicitations for district items andservices in accordance with state and federal procurement guidelines.
• 3. Performs clerical functions related to the bid opening process as requested.
• 4. Reviews requisitions, purchase orders, and other documentation for complianceand availability of funds; generates reports and consults with the AccountingSupervisor as needed.
• 5. Works with other department staff to efficiently process requisitions and purchaseorders and ensure alignment with budget regulations.
• 6. Assists district staff to answer questions and provide information regarding orderprocessing, payment, and district procurement procedures to ensure successfulfacilitation of purchases within established practices.
• 7. Maintains vendor database to ensure the availability of accurate and current dataand compliance with established policies and regulatory guidelines.
• 8. Inputs and reviews vendor invoices and statements and matches to properorder/receipt/bid documentation to confirm accuracy; communicates effectivelywith vendors to resolve issues as needed.

KNOWLEDGE, SKILLS, AND ABILITIES:

• 1. Knowledgeable in group business techniques and computers at a level requiredto implement and maintain an automated financial system.
• 2. Ability to communicate effectively in written and verbal form.
• 3. Possess physical and emotional ability and dexterity to perform required workand move about as needed in a fast-paced, high-intensity work environment.

EVALUATION:

Performance of this job will be evaluated in accordance with provisions of the Board’spolicy on evaluation of personnel.

SOURCE: Dothan City Schools, Dothan, Alabama

This job description describes the general nature and level of work performed byemployees assigned to this position. It is not intended to be an exhaustive list of all jobgoals, qualifications, and responsibilities and the employee may be required to performother related duties as assigned. The Dothan City Board of Education reserves the rightto amend the job description as needed.