Position Summary

Under the direction of the Accounting Supervisor, performs payroll processing and accounting analysis for county office, school districts and charter schools; provides technical assistance in finance, accounting and other business matters to school districts and County Office of Education staff; performs audits of records and expenditures in compliance with California Education Code, GAAP, Federal and State laws and regulations.

Distinguishing Characteristics

The Payroll Analyst is responsible for auditing payroll and payroll taxes processed by school districts and charter schools within Humboldt County; and is responsible for providing guidance and support in these areas.

Supervision Received and Exercised

This Position is under the direction of the Accounting Supervisor.

Examples of Duties and Responsibilities (Examples of Essential Job Functions)

• Coordinates, processes and approves the payroll for HCOE, school districts and charter schools; identifies discrepancies, adjusts and resolves problems.
• Ensures payroll compliance with retirement rules, state and federal regulations, education and labor code, policies and procedures related to district payroll reporting and processing.
• Provides technical assistance and training to the school district, charter school and County Business Office on payroll and accounting.
• Participates in the creation and update of operating, instruction and procedures manuals.
• Establishes procedures for, and ensures timely and accurate payments of, payroll taxes and government reporting.
• Confers with County office, school district and charter school staff on payroll processing, systems and procedures.
• Analyzes and reconciles payroll and financial transactions and records.
• Approves and transmits payroll direct deposits, ACH /county and payroll taxes online.
• Analyzes collective bargaining agreements for proper allocation of pay and leave allowances.
• Reconciles and prepares tax forms.
• Participates in in-service training workshops.
• Establishes and maintains accounting and payroll records per regulations; maintains databases and data files.
• Serves as a backup for Countywide retirement processing and other accounting functions as necessary.
• Establishes and maintains TSA vendor list for all school districts and county offices.
• Ensures compliance of districts and vendors with 403b and 457b state and federal laws and regulations.
• Serves as a resource to district and county office personnel regarding payroll, tax and retirement-related matters.
• Prepares and balances various payroll reports to ensure proper reporting for quarterly state and federal statutory taxes. Prepares and balances quarterly and annual tax returns, including W-2s and W-2Cs.
• Assists in preparation and compliance with Affordable Care Act reporting.
• Prepares and balances all necessary payroll and labor reports as required for submission to various state and federal government agencies, as necessary.
• Investigates, analyzes and responds to notices and reports from various regulatory, tax and pensioning agencies regarding account discrepancies. Performs complex research to correct discrepancies.
• Identifies, reviews and processes all payroll levies and garnishments for all districts. Assists in the identification and processing of all non-payroll levies and garnishments.
• Corresponds with government, legal agencies and employees regarding garnishment orders.
• Works collaboratively with various regulatory, tax and retirement agencies, school districts and employees to analyze and clarify information and procedures.
• Performs related duties as required.

Qualifications

Education and Experience

• Bachelor of Arts or Bachelor of Science degree from an accredited college or university in accounting, business management or related field or the equivalent in related additional experience and education beyond high school;
• Demonstration of not less than four years of increasingly responsible experience in school business functions and operations or comparable experience in accounting or financial record keeping.

Knowledge of:

• Payroll processing, accounting and administration.
• Applicable federal, state and local codes, laws and regulations.
• Applications of computers, software and data processing to accounting and payroll.
• Accounting principles and procedures.
• STRS and PERS regulations.
• Payroll standards and policies.
• Bargaining agreements.
• Oral and written communication.
• Department operations and policies.
• Principles and practices of training and providing work direction.
• Applicable sections of the California Education Code and other federal and state laws, rules and regulations related to accounting, credentialing, payroll, employee benefits, personnel, retirement and taxation.
• Financial report preparation and statistical record-keeping techniques.
• Tax withholding, voluntary deductions, garnishments and supplemental insurance.
• Operation of a computer and assigned software.

Ability to:

• Perform highly responsible and technical accounting, audit and fiscal record management and reporting functions.
• Analyze financial data to detect and correct errors.
• Make recommendations regarding improved procedures, including training programs and technologies.
• Audit the work prepared by other school personnel.
• Follow written and oral instructions.
• Perform complex projects independently and professionally.
• Meet schedules and timelines.
• Present complex technical information to individuals, small and large groups, effectively and with desired learning results.
• Professionally represent the office to other schools, businesses and agencies as necessary.
• Adjust to changing work demands, including but not limited to, changes in procedures, technologies and fluctuations in workflow.
• Communicate effectively orally and in writing, and one-on-one in large group settings.
• Establish and maintain cooperative and effective working relationships.
• Lead the work of assigned department personnel.
• Work with computerized accounting and data storage and retrieval systems
• Communicate effectively with, and offer technical assistance in fiscal areas to, district and other management personnel.
• Type and 10-key at an acceptable rate of speed.

Environmental Elements

The following conditions may be present:

• Work is performed in a busy, sometimes noisy, office environment.
• Positions in this classification work mostly indoors and sit for long periods of time, but may also involve travel to offsite locations.
• The position requires daily oral communication in person and on the telephone, frequent use of email and messaging communication systems.

Physical Demands

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:

• The position requires ordinary ambulatory ability to retrieve work materials, intermittent walking, standing, stooping and carrying and lifting of light- to medium-weight materials (under 30 pounds).
• Requires hand-eye-arm-finger dexterity to use a personal computer keyboard, ten-key and other common office equipment.
• Requires speaking and hearing ability sufficient to hear over the phone and carry on complex conversations.
• Visual acuity sufficient to read manuals, video display screens and other related material and work at a computer screen frequently and throughout the day.

Other Requirements

Individuals who serve as the Payroll and Accounting Analysts provide services in the office, as well as in various sites throughout the county, sometimes serving multiple sites in a single workday. Public speaking skills, group problem-solving and leadership ability, the ability to communicate effectively in writing, and the capacity to maintain a personal demeanor during periods of peak workflow and perform efficiently within restricted time frames are critical factors for success in this position.

• Must be fingerprinted, and a satisfactory Department of Justice records check must be received by HCOE prior to employment.
• TB testing and/or risk assessment will be required upon employment.
• Must pass a pre-employment physical (if applicable).
• May be required to obtain first aid and CPR certificates within the first 6 to 12 months of employment.
• May be required to drive with or without students; some positions may require a California driver’s license, proof of insurance and possible participation in the DMV PUll Notice Program once employed.

Range 18 (effective 7/1/2022)
Personnel Commission Approved: 6/29/2022