Anticipated Payroll Supervisor



Assists the Treasurer by providing supervision of district payroll operations and to serve as a liaison between the payroll and personnel departments by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned.

Processes payroll for all employees including related withholdings, fringe benefit deductions, direct deposit and employee leave data.
Works with Human Resources department to ensure complete and accurate flow of information for payroll operations including fringe benefit deductions and payments.  Verifies salary calculations and Board of Education approval.
Coordinates with the Assistant Treasurer to ensure the accuracy of employee salary and fringe benefit budgeting/reporting/processing and to meet cash transfer/banking requirements.
Maintains employee payroll files.
Processes staff EMIS data.
Develops and updates payroll policy and procedures manual.
Develops procedures and internal control systems for all payroll related functions, including form development and revisions.
Trains and advises associates and building personnel in payroll department policies, technology enhancements, and district policies concerning payroll.  Works with building associates to resolve payroll issues.
Performs periodic audits of the payroll system to ensure accuracy.
Processes electronic transfer of federal and other taxes data as required.
Processes reconciliations of all city, state and federal taxes on a quarterly basis to ensure accurate annual reporting.
Prepares and submits W2’s in a timely manner per the appropriate electronic media.
Calculates over $50,000 term life insurance adjustment and other adjustments to W-2 forms and reports.
Assists the Treasurer with annual IRS health information submission.
Files State of Ohio new hire information.
Prepares and submits SERS/STRS/OBES, etc. reports/forms on the appropriate electronic media/web-based system.
Maintenance of the Blue Ash – Montgomery city withholding tax agreement
Maintains system to process and report sick leave, vacation and other types of employee absence and accrual records.
Processes employment verifications, sick leave transfer forms, service verifications, worker’s compensation forms and garnishment calculations/reports, as needed.
Assists the Treasurer with calculation and processing of employee severance payments.  
Assists the Assistant Treasurer with compilation of data for the district CAFR.
Processes payment of in-lieu of insurance payments.  
Maintains system for employee withholding and distribution to third party administrators for IRS  Section 125, health savings account, voluntary insurance, 403b and 457 plans.  
Maintains sick leave bank information.
Assists administration in gathering data and preparing reports for employee negotiations and with implementation of collective bargaining agreements.
Handles inquiries and requests from district employees regarding a wide variety of payroll related areas.
Assigns/enters vendor information to support accounts payable.
Assists audit team, as needed.
Carries out assignments in a professional manner and maintains a high standard of due professional care in all work performed.
Other related work as assigned by the Treasurer or designee.
Assumes responsibility of maintaining up to date knowledge of technology utilized by the district.

Carries out supervisory responsibilities in accordance with the district’s policies and negotiated agreements.  Responsibilities include training employees, planning, assigning and directing work, addressing complaints and resolving problems.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  


High school diploma with training and experience in payroll processing required.  Associate degree in accounting/business a plus.  At least two years of experience in processing payroll for a public school district in Ohio preferred.  Skilled at operating general office equipment.  To be self-motivated with an attention to detail.  Ability to work with confidential information.  To have a customer service attitude with an ability to work with people in difficult situations.  Ability to work cooperatively with others and to take instruction.  Such alternative to the above qualifications as the Board may find appropriate and acceptable.


Ability to communicate effectively with students, parents, colleagues and administration.  Ability to read and interpret documents such as reference manuals, Board policies and procedures manuals.  Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to respond to common inquiries or complaints from students, parents, agencies, teachers or members of the school community.  Ability to effectively present information to administration, staff, public groups, and/or Board of Education.  


Ability to apply knowledge of current research and theory based on school objectives.  Ability to establish and maintain effective working relationships with students, peers, parents and community.  Ability to speak clearly and concisely in written or oral communication.  Understanding/knowledge of and experience using PC and desktop applications and competency (e.g., Google Apps, Microsoft Office, etc.)    Ability to perform duties with awareness of all district requirements and Board of Education policies.


The physical demands described here 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 is regularly required to sit, use hands to finger, handle or feel, reach with hands and arms and talk or hear.  The employee frequently is required to stand and walk.  The employee is occasionally required to climb or balance and stoop, kneel, crouch or crawl.  The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds.


The work environment characteristics described here 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.  

 The noise level in the work environment is usually moderate.

 The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.  Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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