] Office of Human Resources - Montgomery County Public Schools

OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → PAYROLL SPECIALIST, DIVISION OF CONTROLLER

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Payroll Specialist, Division of Controller

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: Payroll Specialist CODE: 5100 SQ/OQ: Optimal Qualified
WORKING TITLE: Payroll Specialist, Division of Controller GRADE: 24 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, performs a variety of responsible technical work relating to payroll expenditures accounting, payroll computer systems development and maintenance, and special projects. Work of the class involves responsibility for coordination of the accounting and computer operations activities in the division, in the current and future payroll systems and/or changes. Responsible for the specifications and development of ad hoc data reports from the automated payroll system with the use of microcomputers, personal computers, and/or state of the art report writing systems. Responsible for the Divison of Payroll's complete operation.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Thorough knowledge of accounting theory and practice, systems concepts and administration. Knowledge of federal income tax, state income tax, social security, unemployment compensation laws, and workmen's compensation laws. Considerable knowledge of computer system concepts and actual operation of high volume large scale computerized accounting systems and knowledge of automated payroll procedures. Knowledge of governmental budgetary processes, preparation and encumbrance processes, and auditing standards and requirements. Knowledge and diagnostic skills in applying End User computer systems, report generators, spread sheet systems, etc. Ability to design and implement payroll controls which satisfy audit trails; time and leave reporting computerized and manual theory and concepts, processes, and controls; record retention requirements, computerized and manual systems. Ability to prepare, document, communicate, and implement, through data processing, system change requirements, and specifications to implement constant changing requirements of MCPS payroll system. Ability to plan, organize, and write payroll system and time and leave related manuals for internal procedures, timekeepers, employees, and administrators; plan, prepare, and present payroll-related orientations; organize, write, and present payroll system related reports of varying size and complexity; and plan, organize, and provide year-around technical assistance to payroll staff. Excellent oral and written communications and human relations skills to handle high volume daily telephone calls, walk-in traffic, and written correspondence requirements. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: Bachelors degree required. Course work in accounting, finance, or a related field. Extensive responsible financial experience, including considerable direct experience with large scale computerized financial systems which included accounting and payroll systems. Experience with computerized human resources and budget systems. Other combinations of applicable education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered.
CERTIFICATE AND LICENSE REQUIREMENTS: Certified Public Accountant desirable.
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Ability to move 35 pound hard copy computer printout and payroll source documents and related records not on microfilm or microfiche. Ability to access two and four drawer file cabinets and five shelf bookcases.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Overtime may be required to meet payroll schedules or during other critical periods such as implementation of system changes.
OVERTIME ELIGIBLE: No

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

1. Ensures that payroll processes are accurate, on schedule, and in compliance with internal and external procedures, laws, and requirements.

2. Coordinates payroll accountant to perform the accounting work in the division.

3. Maintains control of adjustments to the pay file, voids checks, reconciles accounts, reviews journal vouchers, insures proper tax deductions and payments, and completes related reports.

4. Develops new payroll procedures and evaluates and updates existing procedures.

5. Works with representatives of outside agencies, auditors, MCPS staff, employees, and others to resolve problems, document procedures, answer questions, and provide interpretation of records.

6. Monitors procedures for workmen's compensation checks, journal vouchers, and salary over payments, makes corrections, and contacts appropriate persons when necessary.

7. Ensures that weekly postings of payroll encumbrances and expenditure reports are made, payroll checks are mailed weekly, biweekly payroll attendance reporting and overtime logs are completed, payments mailed, and accounts reconciled.

8. Reviews and revises payroll forms and systems output reports.

9. Analyzes division's monthly expenditures and provides information to other departments upon request.

10. Prepares special reports and statistical analysis such as the annual division report, census reports, workmen's compensation audits, encumbrance calendars, fringe benefit rates, annual inventory, special billing, fiscal and calendar year update and accrual procedures.

11. Participates in selection, orientation, and evaluation of division staff.

12. Explains new and revised procedures to staff and other appropriate employees.

13. Coordinates day-to-day operation of computerized payroll system.

14. Serves as resource to staff on computer operations and trains staff in payroll computer system.

15. Uses End User computer products--report generators, spreadsheet packages, etc. to generate special ad hoc reports.

16. Prepares new accounting procedures for all schools for changes in time and leave reporting process due to new unions negotiated agreements.

17. Keeps informed of all changes in retirement laws and procedures and develops plans to implement and train payroll staff and inform all MCPS employees.

18. Assures the security and safekeeping of millions of perpetual payroll related records, on-site and off-site storage.

19. Constantly reviews and evaluates processing controls, problems, and changes, manual and computerized, and determines if changes have to be made to training required.

20. Plans, prepares layouts and formats, writes and updates internal procedures manuals, timekeeper manuals and reports on plans, proposals, and/or problems, which may be extensive and complicated for management.

21. Extensive writing duties will require experience, good skills and speed.

22. Keeps informed and provides technical assistance to payroll staff and assists in the implementation of changes in income taxes laws, time and leave reporting rules, and other technical aspect changes of computerized payroll, personnel, and accounting systems.

23. Cooredinates the paroll bank reconcilaiton oustanding items.

24. Reconcils all the oustanding payroll checks.

25. Perfoms the escheatment process for payroll bank accounts and other assigned MCPS operation bank accounts.

26. Performs related work as required.

Class Established: 4/82
Date(s) Revised: 3/84, 8/86, 7/92, 6/93; 6/2020
Last Reviewed:

This description may be changed at any time.