Administrative Asst., Payroll - EPSD

Administrative Asst., Payroll•EPSD East Providence School Department

EAST PROVIDENCE SCHOOL DISTRICT

•East Providence, Rhode Island This job is also posted in Rhode Island State DOE Consortium Job Board Job Details

Job ID:

5717838

Application Deadline:

Posted until filled

Posted:

Yesterday

Starting Date:

Immediately Job Description

Class Title:

Administrative Assistant•Business Office (Payroll)

Classification:

Twelve (12) Month•8 hours per day

Department:

Business Office

Immediate Supervisor:

Finance Director

CLASS DESCRIPTION

Under the direction of the Finance Director, performs all administrative assistant aspects of the purchasing function using accounting software which requires a broad knowledge of administrative assistant practices and procedures. This position is responsible for compiling and recording employee time and payroll data using Rhode Island Department of Education's Uniform Chart of Accounts (UCOA). To ensure timely issuance of bi-weekly payroll inclusive of all taxed and benefits. Maintain accurate payroll records. Interacts with outside agencies, vendors, and works cooperatively with all district personnel. This position is expected to perform all duties with a high degree of accuracy, reliability, and discretion.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Interact with Administrators, staff, and vendors in routine situations which require professionalism, courtesy, tact, and discretion. Handle and respond to inquiries via telephone, email, fax, and/or in person. Communicate professionally and promptly in all written and verbal interactions, including responding to inquiries within two business days. Review time sheets and other supplemental pay documents for accuracy. Reconcile discrepancies, compute wages and deductions as necessary. Organize and maintain payroll records for all district employees. Verify attendance, hours worked, and pay adjustments. Post information in designated records. Process and issue employee paychecks and statements of earnings and deductions on a bi-weekly basis. Process manual paychecks on an emergency basis to correct errors and/or omissions. Conduct self-audits prior to each payroll submission to maintain accuracy consistent with department standards. Work closely with Human Resources to ensure accurate recording and payment for various leave time. Process paperwork for new employees and enter information into the payroll system. Issue and record pay-related adjustments to correct errors and/or retroactive increases. Conduct verifications of employment and provide information to the Retirement Board as necessary. Compile statistical reports, (through the AESOP/Frontline program) statements, and summaries related to pay and benefit accounts as required. Cross-train and/or assist in training new employees in the Business Office as directed by the Finance Director. Perform a variety of administrative assistant duties involving routine matters. Handle confidential information with complete security. Adhere strictly to district data privacy policies and applicable state and federal regulations (e.g., FERPA, IRS guidelines) governing the handling of employee payroll and benefit information. Promptly report any actual or suspected data breach or unauthorized access to the Finance Director. Establish, maintain and monitor accurate, neat and efficient electronic and manual filing systems. Take ownership of assigned tasks from initiation through completion. Proactively communicate status updates or obstacles to the Finance Director. Meet all payroll processing deadlines without exception; notify supervisor in advance of any anticipated delays. Upload payroll data files such as TIAA, ERSRI, OMNI and other files as directed by Finance and HR leadership. Follow established security protocols when transmitting sensitive payroll data to third-party agencies. Draft quarterly reporting for Federal, State filings and other payroll reports as directed by Finance and HR leadership. Independently investigate and resolve discrepancies related to workers' compensation claims, FMLA, and any type of leave, documenting findings and corrective actions taken. Independently investigate and resolve discrepancies related to retirement contributions, payroll deductions, and benefits, documenting findings and corrective actions taken. Work collaboratively with colleagues and other departments. Code and record payroll transactions in accordance with the Rhode Island Department of Education's Uniform Chart of Accounts (UCOA), ensuring accurate account classification for all salary and benefit expenditures. Ability to quickly learn and adapt to new technology systems, software platforms, and procedural changes. Approaches change collaboratively, supporting team transitions and contributing constructively to process improvements Perform all other related duties as assigned by the supervisor.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of administrative assistant practices and procedures Ability to handle confidential and sensitive information; demonstrated commitment to data privacy and security protocols Ability to proficiently operate office technology and equipment (e.g. computer systems, calculator, telephone system, fax, copier, etc.) Ability to learn and proficiently use various school-related systems and databases. Experience with payroll software (e.g., Skyward, ADP, or equivalent district system) preferred. Ability to proficiently use computer programs such as, but not limited to, Word, and Excel Working knowledge of district and school rules, regulations and policies applicable to the area of assignment Ability to work effectively with district personnel, administrators, and vendors Ability to communicate effectively verbally and in writing Ability to multi-task and prioritize work to meet strict deadlines Ability to handle difficult in-person situations and telephone inquiries which require courtesy, tact, and professionalism. Demonstrated ability to de-escalate difficult situations and maintain composure under pressure. Demonstrated accountability and follow-through; ability to independently manage assignments from start to completion with minimal supervision.

MINIMUM QUALIFICATIONS

(Education and Experience) Associate's degree in a related field preferred; High School Diploma or GED equivalent; or graduation from a technical/trade school required at minimum. Minimum two (2) years of administrative experience. One (1) year of payroll-specific experience or Experience with school district or municipal payroll preferred. Familiarity with Rhode Island's UCOA framework preferred; willingness to obtain proficiency within 6 months of hire required. Must be able to read, write, and speak English proficiently. Bilingual proficiency in Spanish and/or Portuguese preferred but not required. Must be proficient with computers and excel Must have good basic math skills Must be detail oriented with good organizational skills Must be at least 18 years of age

PHYSICAL DEMANDS

The physical demands described 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. While performing the duties of this job, the employee must be able to work in a variety of physical positions, including sitting, bending, stretching, and walking. The employee is regularly required to talk and/or hear. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is frequently required to use hands, handle or feel. The employee must be able to perform physical activities such as, but not limited to, lifting and/or moving light objects up to ten (10) pounds, and occasionally lift items slightly over ten (10) pounds. The use of a step stool may be required to reach the top drawer of a filing cabinet as necessary. Specific vision abilities include close vision.

WORK ENVIRONMENT

The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is exposed to noise levels normally found in an office and school environment. The duties listed above are intended only as illustrations of the various types of work that may be performed and is not a comprehensive listing of all functions and tasks performed by positions in this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Position Type:

Full-time