HILLSBORO SCHOOL DISTRICT
REVIEW DATE: July 2017
_______________________________________________________________________________________________ JOB TITLE: Central Office Secretary – Payroll DEPARTMENT: Administration Office REPORTS TO: Payroll Supervisor FLSA STATUS: Non-Exempt SALARY SCHEDULE: Central Office Secretary POSITION SCHEDULE: 12 Month _________________________________________________________________________________ This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other jobrelated duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws. POSITION SUMMARY To assist the Payroll Supervisor, assigned Administrator or Superintendent in operating an effective and efficient payroll department. Provides support services to the Superintendent and the Board of Education. ESSENTIAL DUTIES – Payroll Prepares payroll, including processing deductions for withholding tax, pension, Social Security, Medicare, life insurance, health insurance, and such other required salary deductions. Prepares and maintains all necessary earnings records, deductions records, retirement system reporting and updates. Verifies and enters timesheet data into the accounting software as well as records absences. Reconciles absences to substitute pay using district absence management and substitute placement system. Assists in monthly invoice reconciliation of employee benefits and other payroll deductions. Assists with, uploads and reconcile retirement contribution files to PSRS/PEERS. Answers phones in a professional manner, fields questions to the appropriate department/employee, records messages and forwards. Welcomes Administrators, teachers, students, and other visitors to the office and conducts routine office business with them. Maintains confidential records and information related to employees and students. Assists with collection of necessary statistical data for the preparation of the fiscal budget. Cooperates with the auditor and provides information to them as required. Performs recordkeeping tasks associated with the position. Monitors, reviews and implements Board policy as it applies to payroll. Prepares correspondence, maintains filing system and answers inquiries regarding the payroll process. Serves as a resource person for staff regarding inquires related to payroll. Reconciles district bank accounts on a monthly basis.
MARGINAL DUTIES Assists with the collection and maintenance of records. Assists Superintendent with research and annual studies of the school population as directed. Compiles financial reports as required by state and federal agencies having jurisdiction over public funds. EVALUATION AND JOB PERFORMANCE Support Staff Evaluation SUPERVISORY RESPONSIBILITIES None QUALIFICATION REQUIREMENTS Associate’s degree (A.A.) from an accredited two-year college or technical school; and 3+ years related Job Description
Human Resources Department
HILLSBORO SCHOOL DISTRICT
REVIEW DATE: July 2017
payroll experience and/or training; or equivalent combination of education and experience. PHYSICAL DEMANDS The employee may frequently lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, precise hand-eye coordination and the ability to identify and distinguish colors. While performing the duties of this job, the employee is regularly required to sit; use repetitive wrist, hand and/or finger movement; reach with hands and arms and talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to stoop, kneel, crouch, or crawl. MENTAL DEMANDS Ability to maintain confidentiality; communicate clearly both orally and in writing ENVIRONMENTAL CONDITIONS Exposed to moderate noise levels.
Signatures:
________________________________________ Assistant Superintendent of Human Resources
Date: _____________________________
________________________________________ Director/Manager/Administrator
Date: ______________________________
________________________________________ Employee
Date: ______________________________
Job Description
Human Resources Department
POSITION TITLE: Central Office Secretary - Payroll Division Location: Central Office Date Completed: 7/20/17 Completed by- Dr. Jon Isaacson, Assistant Superintendent I Never Occasionally Instructions: Based upon a typical workday place a mark in the appropriate column.
0 hours
1-3 hours
Often 3-6 hours
Lifting: 0 - 20 lbs 20 - 50 lbs 50 - 100 lbs Over 100 lbs Carrying: 0 - 20 lbs 20 - 50 lbs 50 - 100 lbs Over 100 lbs Moving\Pushing\Pulling 0 - 20 lbs 20 - 50 lbs 50 - 100 lbs Over 100 lbs Reaching Standing Walking Sitting Climbing Bending/Stooping Grasping/Holding with Hands Using Feet for Repetitive Movements Extremes of Heat Extremes of Cold Driving OTHER CRITERIA: List below
Indicate requirements for: Minimum Acceptable Vision Characteristics: Color Vision Required:
Poor Yes
Good
Excellent
No
Minimum Acceptable Hearing Characteristics:
Total loss
Good
Excellent
Manual Dexterity Required:
Poor
Good
Excellent
Talking/Speech Characteristics Required:
Poor
Good
Excellent
Frequently Over 6 hours Constant