Payroll Business Office Specialist

Job Details

Starting Date:Immediately

Job Description

JOB GOAL:

To ensure the accuracy and thorough documentation of payroll operations while providing support to the business office. Collaborates closely with Business Office and Human Resources teams to maintain compliance with internal controls, labor regulations, and tax laws.

PERFORMANCE RESPONSIBILITIES:

1.Prepares weekly and bi-weekly payrolls, including printing payroll checks and processing ACH payroll transmissions. Reviews payroll production to ensure accuracy. Manages the pre-note process for direct deposit.
2.Processes IRS and vendor checks or ACH transmissions for withholding and tax liability accounts on a timely basis and/or as required by statute.
3.Verifies and maintains proper electronic and paper timekeeping records.
4.Sets up and maintains employee payroll accounts with proper deductions for taxes, benefits, and other required deductions and garnishments. Assures proper documentation and approvals are in place to ensure accurate deductions and banking transactions.
5.Process enrollments and terminations for health, dental, and life insurance, including sending COBRA notices as necessary.
6.Prepares and files quarterly 941s and annual W-2 statements for federal and state taxes. Works with the City as necessary to reconcile any discrepancies.
7.Responds to employee questions regarding problems with stipends, payroll taxes, insurance needs, payroll deductions, tax sheltered annuities, Maine State Retirement questions, timesheet issues, etc.
8.Assists the Assistant Business Manager with monthly liability account reconciliations.
9.Prepares monthly reconciliation of MePERS data and verifies the electronic file is correct before submission and payment to MePERS.
10.Reconciles the ME Unemployment payments and submits summary report to MSMA.
11.Updates annual salary schedules in ADS.
12.Updates and balances flexible spending accounts.
13.Updates annual salary data for Group Life Insurance, MePERS, etc.
14.Processes annual ACA (Affordable Care Act) filing.
15.Keeps abreast of changes in federal and state tax laws, IRS Regulations, Maine State Retirement and their respective effects on payroll.
16.Assists with the annual audit as requested.
17.Provides back-up for accounts payable and accounts receivable as needed.
18.Provide assistance in maintaining the Department of Education database (NEO) for the School Department.
19.Maintains property/vehicle insurance information, and serves as a liaison with the School Department’s insurance agent.
20.Works closely with the Human Resources Specialist to maintain personnel records.
21.Maintains confidentiality.
22.Performs other tasks as requested by the Business Manager or Assistant Business Manager.

TERMS OF EMPLOYMENT: 260 days, hourly, non exempt position. Excellent benefit package

Position Type:Full-time
Positions Available:1
Job Categories:

Classroom Teacher > Accounting

Administrator > Business/Finance

Support Staff > Accounting/Bookkeeping

Support Staff > Secretary

Job Requirements

• MINIMUM QUALIFICATIONS/CERTIFICATIONS:
  
  1.Associates Degree in accounting preferred
  2.Prior experience in a business office/accounting environment utilizing an accounting software package; prior experience in payroll preferred but not required
  3.Superior communication skills with personal integrity and high standards of ethical behavior in all interactions
  4.Criminal History Record check (CHRC) Department of Education Maine
• At least 1 year(s) of relevant experience preferred.
• Associate degree preferred.
• Citizenship, residency or work visa required

Application Instructions

Please respond to all of the following application questions. Answers to the following are REQUIRED to process your application with the Auburn School Department.

Application Questions

The employer requires all applicants to answer the following questions. It is recommended that you type any essays in a word processing program, save them, and then paste them on the proceeding job application page.

• 1. Please list any training, skills, or language proficiency that would improve your candidacy for desired position(s):
  Long Essay (Answer limited to 4000 characters, including spaces)
• 2. A CHRC (Criminal History Record Check) must be completed prior to beginning work. The fee is $70 for 5 year certificate. This is completed through the Department of Education. We will assist you in this process, if necessary. Have you had your fingerprints done for the CHRC?
  Yes/No
• 3. I affirm that all information set forth in this application is accurate, truthful and complete. If I am employed by Auburn School Department, I will abide by all Department of Education and school policies, work on assigned committees, and continue my professional growth to the best of my ability and within reasonable and personal standards. I grant permission for school officials to obtain a personal record check from federal, state, county, and/or local agency, including law enforcement agencies and Division of Family Services; also a credit history check may be made. I release individuals listed as references and current or former employers from any liability for information given in response to a request for an employment reference. I understand that I may be required to take a drug test and physical exam prior to assuming any position for which I may be employed. In the event that I am employed by the District and in the further event that I have provided false or misleading information in this application or in subsequent employment interviews, I understand that my employment may be terminated at any time after the discovery of the false or misleading information.
  Multiple Choice / Multiple Answers
  - I agree with the above statement, please give my application consideration.
  - I DO Not agree and understand I will not be considered for a position in Auburn.

Contact Information

• Amanda Couture, Assistant Business Manager
• 60 Court Street
• Auburn, Maine 04210
• Phone: 207-784-6431
• Email: acouture@auburnschl.edu