Job Title: Payroll / Benefits Clerk Wage/Hour Status: Nonexempt
Reports to: Fund Source:
Dept./School: Business Services Date Revised: January 24, 2022
Primary Purpose:
Compile and prepare regular district payroll, including related reports and deposits. Work under moderate supervision to ensure accurate and timely preparation of payroll records according to prescribed procedures and regulations.
Coordinate the employee benefits program for the district. Maintain records and provide assistance to employees to ensure effective use of benefits.
Qualifications:
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Knowledge of basic payroll accounting procedures
Ability to maintain accurate and auditable records
Ability to use software to create spreadsheets, databases, and do word processing
Proficiency in keyboarding and file maintenance
Ability to work with numbers in accurate and rapid manner to meet established deadlines
Strong, effective organizational, communication, and interpersonal skills
Knowledge of administration of employee benefits programs and applicable laws
Ability to interpret and disseminate insurance and benefits information to individuals and groups
Ability to effectively present information in one-on-one and to small and large groups of employees
Experience:
Two years payroll accounting experience
Two years of experience in benefits administration, insurance administration, or related field
Major Responsibilities and Duties:
Payroll Accounting
- Prepare accurate district payroll for distribution to employees following established procedures.
- Receive and audit time sheets for all district employees. Calculate employee wages, salaries, hours worked, overtime pay, and determine withholdings, deductions, and net pay.
- Balance payroll earnings and deductions; initiate related transfers of funds and deposits.
- Maintain district payroll registers, employee payroll information, and other original documentation in an orderly and accurate manner in accordance with state, federal, and district requirements.
Benefits Administration
- Administer employee benefit programs such as group health insurance, dental, life, and medical reimbursement.
- Handle employee benefit inquiries and complaints to ensure quick, equitable, and courteous resolution. Act as liaison between employees and insurance carrier’s claims office and resolve administrative problems with insurance carrier representatives.
- Provide timely notice to employees under the requirements of the Consolidated Omnibus Budget Reconciliation Act (COBRA), Health Insurance Portability and Accountability Act (HIPAA), and Affordable Care Act (ACA) including issuing certificates of coverage for all medical plans for all terminated employees and dependents.
- Assist in conducting benefits orientation meetings and enrollment of new employees in benefit plans.
- Assist with annual open enrollment process, including making group presentations and preparing, distributing, and receiving materials and forms. Process all employee benefit enrollment and change forms within required time limits to meet payroll deadlines.
Data Entry
- Prepare and post all payroll changes including payroll deductions, salary changes, termination, and new employee information.
Records, Reports, and Correspondence
- Compile, maintain, and file all reports, records, and other documents as required including maintaining payroll and related files such as payroll records, absent-from-duty reports, and service records.
- Prepare and submit payroll reports and forms including those required by Internal Revenue Service, Texas Workforce Commission, Texas Retirement System, Federal Insurance Contributors’ Act (FICA), Medicare, Texas New Hire Reporting, and Workers’ Compensation Commission.
- Prepare and verify monthly premium statements for all group insurance policies. Balance and submit billing statements to accounting for payment.
- Maintain all benefits-related records including statistical data relative to premiums and cost. Assist with required data entry and preparation of reports.
- Assist with preparation of benefits handbook, including word processing, coordinating printing, and distribution.
- Maintain and distribute insurance forms and supplies to campuses and other district buildings.
- Compile, maintain, and file all reports, records, and other documents as required.
Other
- Work cooperatively with human resource department, principals, department heads, campus and department secretaries, and employees to ensure accuracy of information reported. Resolve payroll problems and inquiries.
- Respond to requests from financial institutions regarding verification of employment.
- Maintain confidentiality of information.
- Follow district safety protocols and emergency procedures.
- Other duties as assigned.
Supervisory Responsibilities:
None.
Other
- Follow district safety protocols and emergency procedures.
- Other duties as assigned.
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours
Mental Demands: Work with frequent interruptions to meet established deadlines; maintain emotional control under stress |