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Jackson County Library District - Payroll Specialist

Posted: 6/25/2020
Location: Medford, OR
Salary: $39,182 - $49,075

THE POSITION
Under general supervision, this position is responsible for producing timely and accurate payroll checks. This position performs complex technical and accounting work required to coordinate the preparation of the District’s bi-weekly payroll including paying and reconciling taxes; monitoring and making adjustments of employee leave balances; monitoring, reconciling and preparing payments for employee fringe benefits and deductions; processing and filing W-2's; and monitoring federal, state and local laws and legislation for compliance and determining the impacts on the payroll system. Additionally, this position maintains centralized payroll operations; prepares, maintains, distributes and audits a variety of payroll records and reports; performs data entry; prepares account reconciliations; sets up voluntary deductions; resolves payroll issues; and provides information and problem-solving assistance to supervisors, employees and vendors.

DUTIES AND RESPONSIBILITIES

  • Manages the configuration, maintenance, modification, operation and implementation of the payroll module(s) in the District’s financial system; identifies and resolves ongoing functional and technical issues; coordinates, configures, maintains and tests system modifications; creates and updates employee master files; identifies and recommends system enhancements to improve internal controls and efficiencies, and to be in compliance with federal and state payroll laws and regulations;
  • Audits, develops, defines, maintains, modifies and prorates payroll time entries, including deduction and benefit codes to facilitate payroll processing and reporting to internal and external parties;
  • Coordinates and responds to department representatives and employees with regard to data entry and questions related to bi-weekly payroll processing;
  • Enters and reviews for accuracy personnel actions and payroll changes including new hires, separations, schedule changes, step increases, wage and benefit changes, tax or direct deposit changes;
  • Enters and reviews for accuracy all payroll system changes arising from policies or process improvements, including hours and scheduling codes, benefit codes, accrual codes, pre- and post-tax deduction codes and tax rate tables;
  • Prepares and distributes payroll checks and coordinates direct deposit electronic funds transfers and notices in accordance with state time requirements;
  • Reconciles payroll registers and other payroll-related general ledger accounts; processes payment back-up paperwork for deductions, payroll taxes and District paid benefits;
  • Issues and ensures timely distribution of manual checks for separations, retirements and approved draws;
  • Prepares and submits payments for employee benefit payments to applicable vendors; 
  • Prepares and inputs all journal entries related to payroll processing; and
  • Researches, responds to, analyzes and resolves various employee, department and management inquiries and/or complaints related to payroll processing.
  • Maintains and utilizes the Oregon Payroll Reporting System (OPRS) for electronic quarterly reporting.
  • Compiles information for payroll tax reporting on a quarterly and annual basis, and completes General Ledger fiscal year end payroll system reconciliation. Reconciles workers' compensation wages to quarterly federal tax reports in preparation for workers' compensation audits. 
  • Completes calendar year reconciliation of the payroll system and issues W-2 statements; ensures the timely transmission of W-2 information to the Social Security Administration.
  • Updates payroll system federal- and state-mandated tax codes and provides information to employees regarding tax rate changes.
  • Provides employment and wage verification to outside inquiries from appropriate agencies. 
  • Provides requested accrual payment estimates for separating employees and related costing information to District management and department staff to assist in the annual budget process. 
  • Updates and reconciles benefit election forms to employee's payroll record and to associated payroll registers; uploads bi-weekly contribution files for benefits and deductions to third party vendors. 
  • Documents, maintains and updates standard operating procedures for the payroll system. Develops and recommends procedures and processes to departments. Offers guidance, direction and assistance to staff to keep the District compliant with federal and state payroll laws and to ensure a proper audit trail is maintained. 
  • Coordinates, develops, presents and tracks payroll-related training programs for individual and groups of employees, including all new employees.
  • Meets with departing employees to provide final check information and respond to payroll-related questions with regard to deferred compensation contributions, leave accruals, and employee-owned benefits.
  • Responds to survey requests for information regarding payroll, such as, but not limited to, the Department of Commerce census and the Department of Labor monthly statistics.
  • Analyzes, calculates and implements payroll deductions for garnishments, tax levies, child support enforcement orders and bankruptcies and responds to appropriate agencies within legal timeframe.
  • Calculates and processes complex transactions including, but not limited to, severance, incentive and settlement payments as well as Time Loss adjustments due to workers' compensation claims and payments.
  • Performs month-end and year-end closing processes for Payroll, including preparation of audit work papers, related financial analyses and
  • Annual Financial Report payroll sections as required for the annual audit and workers' compensation audit.
  • Act as the system administrator for the District’s payroll module including managing modifications and ongoing maintenance; participate in the development and implementation of new procedures related to payroll systems/operations.
  • Maintains District’s intranet Payroll page with current forms and payroll and tax change information.
  • Serves as backup for Accounting Specialist in the event of absences.
  • Acts ethically and honestly; applies ethical standards of behavior to daily work activities and interactions. Builds confidence in the District through your actions.
  • Conforms to all safety rules and performs work in a safe manner.
  • Delivers excellent customer service to diverse audiences.
  • Maintains effective work relationships. 
  • Adheres to all District and Department policies.
  • Regular attendance.
  • Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

  • Must be able to analyze and evaluate technical payroll activities and detailed computations by understanding basic principles of accounting, federal and state laws, and accounting standards, especially debits and credits and how they affect the general ledger and reports.
  • Must possess significant knowledge of payroll processes and procedures, regulations including wage and hour laws, benefit compliance and taxability, payroll tax laws, and reporting requirements, such as, but not limited to, knowledge of FICA and Medicare rates; tax consequences of retirement and Section 125 deductions; Oregon’s transit tax requirements and reporting; ACA reporting; workers’ compensation wages and reporting; and which types of wages are subject to which types of taxes. 
  • Must possess strong attention to detail, strong organizational skills, and the ability to accurately record and provide documentation.
  • Must possess strong computer skills including Microsoft Office, payroll and accounting programs; experience with Tyler Technologies Incode is preferred. Excel proficiency is a must.
  • Ability to communicate clearly and concisely, both orally and in writing, with technicians and non- technicians and answer questions from employees and management about payroll issues.
  • Must possess excellent interpersonal and problem-solving skills, and the ability to get along well with coworkers and external agencies and maintain effective work relationships.
  • Ability to work in fast-paced environment with frequent interruptions and changes in prioritizing tasks.
  • Must possess analytical, research, and problem-solving skills and needs to use good judgment when making independent decisions.
  • Ability to maintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information.
  • Ability to stay informed on changes to rules and regulations issued by agencies such as the Internal Revenue Service, U.S. Department of Labor, State of Oregon Bureau of Labor and Industries, and the Oregon Department of Revenue governing payroll processing.

MINIMUM QUALIFICATIONS

  1. High school diploma or equivalent required supplemented by an Associate’s Degree and/or two (2) years specialized training in payroll, accounting, business or related field.
  2. A minimum of three (3) years recent experience processing full-cycle payroll using a computerized payroll system and posting payroll to the general ledger.
  3. Demonstrated expertise in using spreadsheets and computerized financial systems and other computer program applications.

DESIRED QUALIFICATIONS

  1. Experience with governmental payroll preferred.
  2. Professional payroll certification preferred.

SPECIAL REQUIREMENTS/LICENSES

  1. Criminal background check required.

WORKING CONDITIONS
While performing the duties of this position, the employee is continuously required to communicate by talking and listening, use of fingers and hands, repetitive motion and sitting. Frequently required to stand, walk, reach, and feel. Occasionally bend, stoop, grasp and rarely to feel, kneel or crawl. The position requires mobility, including the ability to move materials weighing up to 5 pounds on a regular basis such as files, books, office equipment, etc. May infrequently require moving materials weighing up to 30 pounds. Manual dexterity and coordination are required over [75%] of the work period while operating equipment such as a computer keyboard, calculator, and standard office equipment. High volume environment with high accuracy requirements for numeric and alpha processing. This level has a work environment that is well protected, with virtually no hazards or obstacles. There is very little element of personal risk or hazard. Job conditions are stable, usually well managed, and very comfortable. Travel to other district locations and/or to workshops/professional meetings/conferences. This level has a work environment that is well protected, with virtually no hazards or obstacles. There is very little element of personal risk or hazard. Job conditions are stable, usually well managed, and very comfortable. Conditions may consist of the following:

  • Reading for comprehension and direction, (policies & procedures).
  • Speaking to share/respond, to maintain relationships and to convey instructions and/or direction.
  • Various equipment includes computers with a keyboard and mouse, telephone, and other electronic devices to share documents, information and discussion.
  • Interactions with library staff.
  • May include stressful situations related to negotiating or resolving problems. 
  • Attendance at occasional evening/weekend meetings and/or social/business events.

SELECTION PROCESS
After the preliminary screening, selected candidates will be invited for an initial interview. Videoconference interviews (in lieu of an in-person initial interview) will be offered. Candidates to be interviewed will be selected from applicants who most closely meet the minimum and desired qualifications. Meeting the minimum qualifications does not guarantee an interview. JCLS reserves the right to re-advertise the position or to delay indefinitely filling of the position if it is deemed that applicants for the position do not constitute an adequate applicant pool or if funding is not available.

CONDITIONS OF EMPLOYMENT
Employees must satisfy all of the pre-employment requirements prior to appointment that include, but are not limited to; verification of their legal right to work in the United States, and a background check.

ACCOMODATIONS
Applicants requiring reasonable accommodations in completing the application or the interview process must notify the Human Resources Department in advance.

EQUAL OPPORTUNITY EMPLOYER
JCLS provides equal employment opportunities to all employees and applicants for employment, and prohibits discrimination and harassment, of any type, without regard to race, color, religion, age, sex, national origin, marital status, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation, and training. The organization employs affirmative personnel measures to ensure the achievement of equal employment opportunities in all aspects of employment, and the work environment. These policies of nondiscrimination will prevail throughout every aspect of the employment relationship, including recruitment, selection, compensation, promotion, transfer, layoff, termination, training, and conflict resolution.

APPLICATION PROCESS
In order to be considered for this position, applicants must submit a JCLS Application, Cover Letter and Resume. The JCLS Application can be found at https://jcls.org/jcld/employment These items must be turned in to the Human Resources Department no later than Tuesday, June 30, 2020 at MIDNIGHT PST. Materials can be submitted by emailing to bfogerty@jcls.org. Only candidates with complete materials and who meet the minimum qualifications of the position will be considered.

 

Application deadline: Open until filled.