General Role and Responsibilities:
• Manage a payroll office that processes payroll for 2000 employees.
- Train location payroll clerks and administrators on payroll software and processing.
- Audit processes and reporting done by software and other employees.
- Analyze payroll and employee data for budget projection and cost calculations.
- Prepare employer quarter reports such as 941, Workers' Comp, retirement, and year end W-2's.
- Facilitate software change and recommend specific upgrades.
- Plan administrate tax-sheltered annuities with eight vendors and 401(a) profit sharing.
- Maintain 401(a) spreadsheet with interest calculations.
- Provide employee website assistance for pay stubs on Doculivery and third party TSA website Retirement Manager.
- CMI reporting statistics for worker's comp renewal
- CBA report data
- l00R and troubleshooting if problems
- Literacy Cadre reports
- Self-Insurance historical data
- COVID absence reporting
- Track Federation Leave days
- 1% cost of employee raise and stipend data
- All Employee Calculator including benefits with ability to show raises and increases in insurance
- Break down cost calculators for offices who cannot have the entire report-this is often
- ILOS reports and analysis
- Support Staff review of ILOS for misuse of grants
- Spec Ed reports for INMAC
- Importing complicated stipends like the TAG grants. This avoids hand entering time and mistakes.
- Correcting BACs in payroll history and financial down to the sub object now
- Calculating and reviewing contract calculations for all retirees and resigned contracted employees
- Calculating severance for retirees
- Point of contact for retirement
- Point of contact for all payroll audits
- Steele uploads for insurance
- Insurance ACH deposits
- Making sure LOW does what it supposed to do, identifying any errors quickly, and assisting in the correction of errors
- Board reports each Board meeting
o ILOS
o OT
o Supplemental Pay
o Stipends
o Payroll Schedule and Voucher
- Annual, Quarterly, Monthly, and biweekly reports
o W2s
o 941
o Workforce Development
o state taxes
o federaI taxes
o direct deposit
o Indiana child support
o ERM
o Retirement Manager
- ERM (the INPRS system for employer reporting) maintenance
- Create and review the pay calendar
- Balance the payroll bank
- Quarterly Health deduction listings to fund administrators
- Support Insurance with deductions and payments
- Extensive knowledge of each pay groups agreement s
- Train all payroll clerks and retrain if necessary
- Authorized Plan Administrator for TSAs and 401a
- Keep a spreadsheet of all 401a contributions and their calculated amounts with month ly interest
- Apply for forfeitures for 401a contributions for employees leaving before vesting - usually resulting in around $25,000 to $30,000 each time
- Extensive knowledge of Excel
- Create and maintain spreadsheets for: o Taxes
o Payroll prerun docket claims
o Payroll docket claims
o ILOS
o Fund 3300 invoicing
o Retirement severance
o Child Support proration calculator (for those who have many cs orde rs)
o Log of forfeitures for 401a split by certified and classified
o Calculating contracts
o Contract Specs
o Stipend forms
o Craft dues and health and welfare invoices
Retirement Manager uploads, calendars, employee maintenance- Review changes by others in the payroll system, always on the lookout for typing or clerical errors
- Keep a spreadsheet of pay dates by fund
- Handle money recovery for unfortunate overpayments
- Handle invoicing for Hammers for Hearts and sub reimbursement when we have them
Electronically process direct deposit, child support, taxes, tax-sheltered annuities, retirement, and direct deposit stubs.- Prepare employer quarter reports such as 941, Workers' Comp, retirement, and year end W-2's.
- Facilitate software change and recommend specific upgrades.
- Plan administrate tax-sheltered annuities with eight vendors and 401(a) profit sharing.
- Maintain 401(a) spreadsheet with interest calculations.
- Provide employee website assistance for pay stubs on Doculivery and third party TSA website Retirement Manager.
Qualifications and Education Requirements:
High School Diploma or equivalent, 2 years of general secretarial experience. Supervisory/office management experience preferred. Bi-lingual abilities would be considered an asset.
Personal Attributes Desired:
- Dependability
- Confidentiality
- Trustworthy
- Professionalism
- Detail orientated
- Ability to maintain composure in stressful situations
- Ability to work independently
- Ability to communicate and serve a diverse population
- Ability to organize and prioritize
- Ability to multi-task
- Ability to meet assigned deadlines
Physical Requirements:
Candidate should be physically capable of successfully performing the essential functions of the position.
It is the policy of the School City of Hammond not to discriminate on the basis of race, color, religion, sex, national origin, age, or disability in its programs or employment policies as required by the Indiana Civil Rights Act (I.C. 22-9.1), Title VI and VII (Civil Rights Act of 1964), the Equal Pay Act of 1973, Title IX (Educational Amendments), and Section 504 (Rehabilitation Act of 1973).
