Job Description

TITLE OF VACANCY: Coordinator of Payroll and Transportation – 261 days

POSITION TYPE: Professional, at will – WVDE level salary

ADMINISTRATIVE UNIT: The West Virginia Schools for the Deaf and the Blind (WVSDB)

LOCATION: Romney, West Virginia

Performs various accounting duties that require a knowledge base of accounting including payroll processes and reporting requirements. This position also will perform various Transportation duties that requires knowledge of lease agreements, service contracts, and MOU's. This position is primarily responsible for administering all aspects of payroll and employee benefits, while also providing support to Human Resources functions, including recruitment activities and transportation operations. However, it is cross trained to perform accounts payable and other finance functions, as needed.

DUTIES AND RESPONSIBILITIES:

• Carries out the responsibilities for completing payroll, which include but are not limited to the following duties:
• Facilitate the complete payroll cycle for all salaried and hourly staff, ensuring accurate and timely submission, verification, and processing.
• Maintain payroll records by executing timely updates for new hires, terminations, salary adjustment, and payroll deductions.
• Responsible for bi-weekly payroll entries and review of all data to correct any discrepancies found.
• Process one-time payments due such as extra duty contract payments and settlement agreements.
• Enter all time sheet adjustment documents for substitute employees working more than one classification during each pay cycle.
• Maintains all employee timecards, earnings, deductions, withholdings, leave, and employment verification records.
• Serve as primary contact for guiding employees through benefits enrollment and qualifying changes to benefits.
• Lead annual open enrollment by effectively communicating guidelines and ensuring all employee elections are processed accurately and in accordance with established deadlines.
• Responsible for employee salary and hourly rate calculations used for entry into the payroll system for newly hired staff, current employee salary adjustment and/or annual step increases with review and initials from the CFO or HR staff to provide appropriate internal control.
• Maintains the school system's retirement plan in accordance with state law.
• Maintains employee workers' compensation records – including reporting injuries, filing claims and other necessary paperwork
• Assist with updating and maintaining position control and subtitle maintenance within wvOASIS HRM.
• Internally audits accounts as deemed necessary.
• Accurately prepares district, state, and federal reports from raw data, which includes generating electronic charts and graphs, as necessary.
• Remains knowledgeable of related Generally Accepted Accounting Principles (GAAP).
• Remains knowledgeable of related State and Federal regulations such as the Fair Labor Standards Act (FLSA).
• Organizes, maintains, and explains benefits packages to job candidates and/or new hires; processes and manages benefit enrollments.
• Presents benefits and pay information to new staff during orientation/onboarding process which includes but is not limited to registering new employees with the UKG PRO timekeeping interface on wvOASIS.
• Assists in providing ongoing technical assistance to WVSDB staff with online benefits, UKG Pro, Frontline Education systems, SmartFind Express, etc.
• Organizes and maintains accurate employee records that drive internal processes used by employees including but not limited to wvOASIS, UKG Pro, Frontline Recruit & Hire, Frontline Central, Frontline Professional Growth, SmartFind Express, ‘k12' email notification, etc.
• Assists in recruitment efforts for full-time and part-time employees.
• May schedule the facilities and coordinate necessary arrangements for activities and/or meetings including but not limited to interviews, new employee orientation, service personnel test sessions.
• Assists the Finance Office with budgets, procurements, and expenditures when needed.
• Assists in inventory of supplies and equipment.
• Creates requisitions, purchase orders and wvOASIS documents for procurement of supplies and/or equipment.
• Prepares accurate written communications, as directed.
• Maintains confidentiality and unquestionable integrity when working with staff personal information and dealing with sensitive issues.
• Creates and/or maintains positive and professional relationships with all WVSDB stakeholders and communicates in a pleasant, professional, and courteous manner with all students, staff or visitors.
• Complies with all federal and state laws and regulations, applicable WVBE/WVSDB policies and procedures in carrying out duties of position.
• Acts as the designated point of contact for all facility use and lease agreement inquiries, coordination, and oversight.
• Maintains and oversees MOU's with colleges within WVSDB's region with respect to nursing student clinical rotations.
• Maintains contracts with charter buses.
• Assists Human Resources/Transportation in making sure that transportation staff are up to date on trainings and requirements.
• Responsible for other duties as assigned.

GENERAL QUALIFICATIONS:

• Minimum of a Bachelor's degree in Human Resources, business, accounting or related field; Masters preferred
• Previous experience in payroll and/or human resources field preferred.
• Experience with wvOASIS and/or state government accounting considered favorably.
• Demonstrates commitment to professional growth through personal and work-related activities.
• Successful completion of a criminal background check pursuant to WV Code §18-5-15c

PHYSICAL DEMANDS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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 frequently required to reach, stand, walk, lift, grasp, write, talk, hear, see, use technology such as computer and multimedia equipment, and use repetitive motions. The employee may frequently lift and/or move at least 50-100 pounds. He/she shall remain free of any alcohol or non-prescribed drugs while in the workplace. Alcohol and controlled substances which affect employee productivity, safety, or judgement will not be tolerated.

EMPLOYMENT RELATIONSHIP:

WVSDB staff are employed upon the recommendation of the school's superintendent to the West Virginia Board of Education and are state employees. No representative or employee of the state is authorized to enter into any employment contract or other agreement. Designated employees paid under WVDE guidelines are "at-will" and subject to termination by the State Superintendent of Schools at any time, with or without notice, cause or compensation. P are paid under the WVDE compensation schedule and are deemed "at will" employees.

The employment relationship between the WVSDB/WVBE and the employee may be terminated by either party. Reasons for termination by the WVSDB/WVDE include, but are not limited to, immorality, incompetency, cruelty, insubordination, intemperance, willful neglect of duty, unsatisfactory performance, the conviction of a felony or a guilty plea or a plea of no contest to a felony charge, misuse of funds or property, violations of law or policies of the state board, lack of need, or a lack or loss of funding.

EXPECTATIONS:

1. The staff member must meet ASL skill level requirements as delineated in the WVSDB Communication Policy for job classification and assigned department.
2. The staff member must complete all required annual trainings.
3. The staff member works effectively as a member of the educational team.
4. The staff member demonstrates self-control and exhibits an attitude of mutual respect and tolerance.
5. The staff member demonstrates ethical conduct and good work habits such as punctuality and attendance.
6. The staff member demonstrates self-direction and the ability to use software applications for work productivity and collaboration.
7. The staff member is self-motivated and demonstrates the ability to manage multiple tasks/assignments to accomplish high-quality work to meet demanding deadlines.
8. The staff member demonstrates excellent communication skills and excellent presentation skills using current technologies.
9. The staff member understands that work assignments may change or be added as priorities emerge.

COMPENSATION:

Based on WVDE Salary Schedule commensurate with experience, 261 work days annually.

Full benefits package available, click on this link to review this information - WVSDB Benefits.

EVALUATION:

Performance evaluation in accordance with West Virginia Board of Education Policy 5310.

APPLY TO: Frontline Education WV K-12 Jobs - WVSDB

Employee Signature: ________________________________________ Date: ___________________