Payroll Manager Apprentice

Job Description

JOB POSITION: PAYROLL MANAGER APPRENTICE

CARLSBAD MUNICIPAL SCHOOLS

Job Goal:
To manage the District's Payroll and Employee Benefit functions for all assigned employee groups.

Director of Finance

• At least 5 years related experience in the business/finance office setting.
• Experience in an educational or governmental payroll/employee benefit function is preferred.
• Experience in the use of technological tools, software and web-based platforms; working knowledge of the Infinite Visions financial management system is preferred.
• Ability to represent the District in a professional and responsible manner in all interactions with employees, customers and the public.
• Ability to interpret and apply federal, state and local regulations and appropriately manage internal control procedures.

• Bachelor's degree with emphasis in Accounting/Business related field from an accredited college or university within two employment contract years.
• NM School Business Official License or ability to obtain within one year after employment.
• Successfully complete the Infinite Visions Payroll Module Certification and an in-depth internal payroll training program.
• Successfully complete the District Payroll training program.

• Manage and guarantee semi-monthly disbursement of payroll payment for 950+ employees.
• Perform daily payroll operations and manage workflow to ensure all payroll transactions are processed accurately and timely.
• Oversee the daily employee benefit operations, monitor the workflow to ensure all employee benefit transactions are processed accurately and timely.
• Process pay and deductions for new hires, temporary workers, employee transfers, salary changes and terminations.
• Reconcile payroll journals prior to closing each pay period to ensure accuracy of all employee pay transactions.
• Manage monthly New Employee Orientation meetings and the annual Open Enrollment process.
• Reconcile Benefit Statements to employee payroll withholding amounts and process necessary corrections to clear variances.
• Audit payroll source documents including Forms W‑4, deduction authorizations, time reporting documents and general ledger account coding to ensure accurate pay processing and posting to the financial management system.
• Ensure systems are set‑up and updated to reflect current tax tables, benefit cost‑share tables and pay date calendars.
• Understand proper taxation of employer paid benefits and apply related regulations.
• Manage the District's payroll database by ensuring that employee data is accurate and up to date in the Infinite Visions financial management system.
• Effectively manage time to meet the demands of a heavy workload, strict timelines and deadlines.
• Maintain a complete and accurate record of all documentation related to payroll and benefit responsibilities for audit purposes; maintain the source documentation for all employee authorizations.
• Maintain the payroll and benefit calendar and monitor tax, benefit and deduction reconciliation and remittance submission deadlines; coordinate with oversight agencies in confirming all requirements are met.
• Investigate employee complaints; work with Human Resources and other oversight agency representatives to troubleshoot and resolve issues.
• Manage the Payroll Encumbrance process.
• Manage the periodic Federal and State tax reporting requirements, including annual IRS Form W‑2 and ACA.
• Assist with the annual District Audit, as required, for review of the Payroll and Benefit functions.
• Assist in the training of District staff and provide technical support in the use of the Infinite Visions as related to the payroll module and the District's internal payroll/benefit processes.

• Work cooperatively with colleagues, supervisors and administrators.
• Demonstrate confidential behavior, a strong work ethic and positive interpersonal skills.
• Maintain behaviors appropriate to performing and accomplishing assigned duties; be self‑motivated, show initiative and use sound independent judgment and decision-making, based on Federal and State regulation, PED guidelines and District policy and…