Assistant Director of Finance and Payroll

Job Title: Assistant Director of Finance and PayrollPurpose: The Assistant Director of Finance and Payroll will oversee the administration of the districts payroll human resources grants and accounting functions as well as provide general assistance and support to the Director of Finance & to: Director of Finance & OperationsDuties and Responsibilities: Payroll:Prepare bi-weekly payroll for all school department employees - gross to net via HarpersSort and enter employee timesheets to issue regular additional pay for each pay periodCalculate/execute employee pay adjustments such as deduct pay leave of absence payoffs and process stipends longevity payments retroactive payments collective bargaining increases and annual incrementsWork with staff from other departments on employee payroll charged to special funds such as grants revolving funds update payroll records to reflect changes to compensation and deductions along with setting up all deductions contributions direct deposits and ACA reportingProcess employee deductions for health insurance plans flexible spending plans long term disability retirement plans including 403(b) child support tax levy etc. Includes uploading and reporting deductions and submitting payments in a timely and ensure payroll compliance with applicable Massachusetts and federal laws Town of Leicester Bylaws School Committee policies and district proceduresMaintain union dues and coordinate deductions with appropriate union representativesPerform fiscal year rollover of payroll based on contractual changesManage all aspects of the Harpers employee self-service payroll platform Employee Forward from implementation to ongoing maintenancePrepare gross to net reporting for Town Treasurer and Accounting officesPost payroll from Harpers Payroll system to Vadar systems for Accounting officePersonnel / HR:Works with the Admin Assistant of Superintendent for new hire orientation and onboarding new employees Serves as backup to Admin Assist of Superintendent performing said tasks along with CORI fingerprinting administration and issuing work permitsUpdate maintain create necessary onboarding forms as & Substitute Harpers and Vadar within the School DepartmentManage all aspects of the Tyler Tech Employee Absence & Substitute platform from implementation to ongoing maintenance:Set up new employees deactivate terminated employeesUpdate/process monthly accruals based on employee contractual agreementsReview and reports daily staff attendance to administratorsVerify that all absences are updated and approved by administratorsProduce biweekly absence reports to be utilized for payroll functionsWork as liaison between employees and Town Benefits Coordinator to assist with insurance and benefit changes; participate in annual open enrollment of insurance offerings; calculate appropriate deductions in payroll for year round employees and ten month employeesMaintain employee Affordable Care Act (ACA) information and process ACA reportsCoordinate with the Town and the Third Party Administration (TPA) of Tax Sheltered Annuity program (403b) and the Deferred Compensation Program (457b & OBRA) on employee benefit changes and deductionsProcess employment verification request forms for mortgage applications loan applications workers compensation verifications Public Service Loan Forgiveness Mass Health/OTA applications and process all aspects of the school departments workers compensation program including but not limited to claims payroll adjustments and record keepingMaintain Long Term Disability records and monthly reportingCoordinate and calculate FMLA Maternity EPSLA and other leave absencesMaintain update and report employment statistics to US Department of Labor Bureau of Labor Statistics on a monthly basisSet up new employee records and archive terminated employee records. Maintain secured and organize originals of all employee contracts - district wideMaintain step and lane changes and seniority for all staffPrepare and update spreadsheet and book of teacher certifications for all teachers Conduct process and maintain the financial and record keeping aspects of the professional development program for staff including course reimbursements conference attendance and movement across salary scale in accordance with both collective bargaining and individual contractsCreate and maintain a list of teachers who will be moving across the salary scale (letters of intent upgrade database revise contract) and provide a list to the Superintendent and Director of Finance as Assistant:Prepare and coordinate with Town Accounting and Town Treasurer to process payroll journal entries such as reclassifications payroll holdovers and constantly update district payroll budget to reflect all personnel changesProvide employee payroll information to other departments for reporting purposes e.g. Medicaid and GASB34 payroll projections by updating budget worksheets and encumbrances to assist with district budgeting processAnalyze and prepare various payroll scenarios to assist with district contract negotiationsReconcile budget revolving and grant accounts on a monthly basis to Town Accountant reportingGenerate and analyze various data reports to support district management and decision-makingAssist the Director of Finance and Operations with the Department of Education End-of-Year Financial Report including year-end audit conducted by external auditing firmSet up new accounts numbers using DESE codes and Town Accountant codesUpdate and maintain tracking on all contract renewals for current employeesProduce clear and concise payroll human resources and grant reports with thorough backup informationAssist/ backup for the Accounts Payable position including Student ActivitiesPrepare various documents including confidential correspondence reports emails and memorandumsMaintain a confidential filing system for permanent employee records district-wide and general files relative to contracts positions payroll and personnel health and implement records management proceduresAssist with the maintenance of the LPS website updating documents confidentiality and integrity of personnel informationRespond to management and employee inquiries and requests for assistance on payroll human resources benefits and grantsMaintain and process all aspects and other assigned reports of the Massachusetts Teachers Retirement System (MTRS) and Worcester Regional Retirement System (WRRS) for district employees and retireesUpdate all employee and retiree status changesResearch and accurately facilitate retirement applications service buy back applications and withdrawal applications for staffAll other duties as assigned by Superintendent and Director of Finance.

Required Experience:

Director