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Belgrade Public Schools Belgrade Public Schools - Payroll Clerk 2020-2021-106 in Belgrade, Montana

Job Title: Payroll Clerk 2020-2021-106

Reports to: Payroll Supervisor

Status: 1.0 FTE – Fiscal Year Position

Essential Job Functions for Payroll

Serves as payroll clerk processing two monthly payrolls and any interim payroll as needed.

Monitors assigned payroll activities and/or program components (e.g. County, State, and Federal agencies, tax laws, FMLA, etc.) for the purpose of ensuring compliance with established financial, legal and/or administrative requirements.

Assists Auditors for the purpose of providing supporting documentation and/or information on internal process that is required for audit.

Researches discrepancies of payroll information and/or documentation (e.g. time sheets, leave time, salary, supplements, longevity pay, stipends, FMLA, etc.) for the purpose of ensuring accuracy and adherence to procedures prior to processing.

Processes a wide variety of payroll information, documents, completes data entry and responds to inquiries regarding payroll (e.g. direct deposits, pre-notes, W-4s, salary, levies, garnishments, investments, voluntary and involuntary contributions, time sheets/payroll, salary adjustments, longevity pay, union dues, benefits, leave balances, tax deposits, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.

Processes a variety of year end duties to close at Fiscal Year End in order to Rollover to New Accounting Year.

Prepares and submits payroll/benefit related reports to state and federal agencies (e.g. state and federal taxes, retirement plans (TRS & PERS), TEAMS, OPI (compensated absences and expenditures), W-2s).

Assists with new hire orientation and provides ongoing training on timekeeping system.

Responds to 403(b) inquiries from managers and employee relating to enrollments, plan changes and contribution amounts, manages the annual catch-up contribution enrollment. Works with 3rd Party Administrator and compiles yearly report.

Liaison between staff and timekeeping system on issues, problems or concerns.

Builds new hire profiles in payroll and timekeeping system.

Processes termination payroll within state required time frame.

Prepares a variety of payroll related documents (e.g. invoices for overpayments, special pay from schools, retirement plan transfers, ACH transfers, voluntary and involuntary contributions, W-2 controls, worker’s compensation checks, budget, risk management, verification of employment and salary, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.

Assists in implementing accounting procedures for the purpose of providing internal financial controls throughout the district and ensuring compliance with established accounting practices and all applicable regulatory requirements.

Collaborates with other administrative personnel and/or outside agencies (e.g. district personnel, outside agencies, community organizations, etc.) for the purpose of implementing and maintaining services and/or programs in accordance with established financial policies, practices, laws and/or regulatory guidelines.

Compiles statistical and payroll data from a variety of sources (e.g. etc.) for the purpose of providing summaries to other personnel and/or ensuring compliance with established guidelines.

Informs other staff and/or outside parties regarding procedural requirements for the purpose of processing transactions.

Recommends policies, procedures and/or actions on issues that relate to financial operations for the purpose of providing direction and/or making decisions for the district.

Participates in workshops, in-service trainings, etc. for the purpose of conveying and/or gathering information required to perform job functions.

May be required to become a public notary.

Knowledge Skills Abilities Competencies

Knowledge of:

Principles and techniques involved in payroll;

Preparation, monitoring and control;

Payroll related accounting practices;

Labor contracts and their impact on payroll;

State Education Codes State and Federal laws.

Ability to:

Analyze data utilizing defined but different processes;

Work with a diversity of individuals and/or groups;

Work with a variety of data; and utilize job-related equipment;

Problem solve to analyze issues and create action plans;

Perform basic math, including calculations using fractions, percent’s, and/or ratios;

Read technical information and solve practical problems;

Maintain confidentiality;

Meeting deadlines and schedules;

Setting priorities; and

Work as part of a team with detailed information/data and frequent interruptions.

Skill in:

Performing single, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions;

Preparing and maintaining accurate records;

Using pertinent software applications;

Applying flexibility to work with others in a wide variety of circumstances.

Required Qualifications

Substantial experience working with and processing payroll.

Progressively responsible accounting experience.

Preferred Qualifications

Successful experience working with Governmental accounting.

Successful experience processing payroll and performing accounting functions in a school environment.

Necessary Special Requirements

A valid Montana Driver’s license to perform the essential functions of the position.


General office equipment and tools.

Physical and Mental Demands and Work Hazards

Performs routine office work.

Regularly works inside with minimal temperature variations.

Ability to meet deadlines with severe time constraints.

The environment can be stressful due to the nature of the work and demands on time.

The noise level in the work environment is usually quiet to moderate.

Frequently required to sit; occasionally walk and stand.

Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus.

May be required to lift or carry up to 10-30 pounds on a regular basis with or without an accommodation.

Guidance and reinforcement are usually available.

Frequently involved in interactions which require oral and written communications.

Exercises flexibility and the ability to shift from one task to another.

Occasional travel/mobility between schools, or between schools and the Administration office, may be required.

Occasionally works near moving mechanical parts.

Effective hearing and speech abilities.

Work area is generally a hazard free environment.

Demonstrates regular attendance performing duties as described.

Reports to work fit for duty with characteristics inherent to the position.

The duties, physical demands, work-environment characteristics, and mental/motor demands described within this vacancy announcement are representative of those that must be met by an employee to successfully perform the essential functions of this job with compliance with the American with Disabilities Act Amendment Act (ADAAA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.