Job Description
JOB TITLE:
Payroll /Benefits Coordinator
FLSA STATUS:
Non-exempt
UPDATED:
May 3, 2016
POSITION OBJECTIVES:
To oversee the payroll and benefits functions of the Chittenden South Supervisory Union and all its school districts to
ensure compliance with IRS regulation, CSSU policy, and other local, state and federal laws related to payroll and
benefits administration. To coordinate and carry out employee payroll, for assigned school districts. To effectively serve
and assist the Human Resource team by performing key benefit management functions. To serve as liaison with
bookkeepers and administrative assistants related to payroll and benefits. To assist in maintaining a professional,
friendly, positive and respectful work atmosphere with an emphasis on team work and providing effective and timely
direct service to the central office clients and customers.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
PAYROLL FUNCTIONS
Oversees, audits and coordinates the payroll functions for all school districts of the Supervisory Union; performs all
centralized payroll functions for assigned school district(s):
 Compiles all information needed for processing the payroll for each pay period including pay rate changes,
deduction changes, new hires, terminations, etc.
 Coordinates and carries out the processing of the employee payroll, and organizing of checks for pick-up,
distribution or mailing. Prepares and issue re-cap sheets for each pay group reported. Prepares payment reports
for substitutes to enclose with their paychecks.
 Monitors accuracy of timesheets as reported.
 Sets up deductions and issue payments for the District’s retirement and tax-sheltered annuity programs.
 Maintains various payroll-related ledgers, journals and other accounting records, and performs necessary account
balancing and reconciliation tasks.
 Prepares payroll encumbrance reports, and other administrative reports on payroll as requested.
 Ensures employees are being paid from valid accounts. Regularly monitors and audits accounting codes assigned to
employees to verify accuracy.
 Oversees the development, submission and accuracy of all payroll-related government reports and records (e.g.
quarterly reports, W-2, W-3 and 1099 forms) for all school districts and/or entities of the Supervisory Union;
prepares said reports and records for assigned school district(s).
 Oversees the compilation and distribution of payroll information provided to insurance and government auditors;
prepares and distributes said information for assigned school district(s).
 Fills special requests for payroll data from faculty and staff for banks, credit agencies, schools, and so forth.
 Organizes and maintains various files and records related to payroll accounting functions, such as correspondence,
cancelled checks, timesheets, personnel action forms, deduction authorizations, and the like.
 Compiles and summarizes salary and wage survey data.
 Confers regularly with the Director of Labor and Employee Relations, Policy and Legal Services., Specialists, other
district administrative offices, and fiscal and human resources staff: plans and coordinates activities, exchanges
information, explains policies and procedures, investigates and resolves problems, and the like.
 Deals regularly with insurance carriers, government agencies, and others outside the District regarding payroll
matters.
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Oversees the reporting of all new hires to the Department of Employment and Training and the maintenance of all
audit records. Reports new hires and maintains records for audit for assigned school district(s).
Oversees the preparation and transmission of bi-weekly tax deposits, ACH payroll deposits, and Report and ACH
deposit for the VT State Teachers' Retirement System. Prepares and transmits said deposits for assigned school
district(s)
Provides bi-weekly and quarterly 403(b) allocation reports to service provider for all districts within the Supervisory
Union.
Informs employees in advance of any issues or changes impacting his/her paycheck.
Oversees, records, tracks and monitors leaves and attendance for assigned school districts in accordance with the
governing master agreement, contract or leave policy to ensure timely and accurate reporting of attendance.
Oversees leave tracking and monitoring for all districts of the Supervisory Union.
Sets up and updates leave codes and schedules; processes carry-over vacation and sick leave
Creates, monitors, and updates contribution and deduction codes for the entire Supervisory Union.
Develops and utilizes auditing tools to ensure the accuracy of payroll.
Assists the Payroll Specialists with any problems or questions related to the coordination and performance of the
payroll functions; refers unusual problems to the Director of Labor and Employee Relations, Policy and Legal
Services.
BENEFITS MANAGEMENT
 Responsible for auditing, administering, managing and communicating employee benefits programs including
insurance benefits, retirement programs, workers’ compensation, cafeteria plans, COBRA, and other employee
benefits to new and existing employees.
 Serves as primary contact person for employee benefit programs.
 Keeps up to date on benefit and program offerings and effectively communicates benefit programs and offerings to
eligible employees.
 Organizes and participates in information meetings and presentations for employees to discuss new programs,
changes to programs, open enrollment and the like.
 Serves as primary liaison with employees to answer questions related to employee benefit programs and plan
comparisons; meets individually with employees to discuss benefits as requested if practicable.
 Plans, organizes, administers and conducts orientation session with all new contracted employees to ensure timely
completion of required paperwork and proper dissemination of benefit and other information consistent with
established protocols.
 Processes, organizes and administers FMLA/VPFL benefits and notices in accordance with federal and state law and
CSSU policy and serves as primary liaison with employees relative to FMLA/VPFL requests and inquiries.
 Serves as primary liaison with the insurance benefits carriers to answer questions related to enrollments. Interprets
plan agreements and benefit policies.
 Completes and processes benefit enrollments and changes by the enrollment deadlines.
 Computes changes to employee contributions and updates payroll.
 Computes employee payroll deductions, contributions, or imputed income related to participation on our insurance
plans
 Creates, updates and distributes election forms and informational materials; tracks and processes cash-in-lieu of
insurance elections and adjustments.
 Oversees the processing of Health Reimbursement Account forms and informational materials to eligible employees
annually. Process and report elections and applicable payroll deductions.
 Assists with the implementation of procedures and operating practices related to workers’ compensation. Assists
employees, providers and carrier with questions related to a claim.
 Distributes informational and application materials related to various retirement plans to employees, explains
eligibility and basic information about the plans and assists employees with completion of enrollment forms.
 Assists the Director of Labor and Employee Relations, Policy and Legal Services in notifying eligible employees of
corresponding open enrollment dates at least 30 days prior to the enrollment deadline.
OTHER FUNCTIONS
 HR Systems Management - Assist in the implementation, maintenance, design and coordination of a variety of HR
information systems; play a key role in updating and maintaining these systems; enter data ensuring accuracy and
timely input; assist with training new and existing staff on these systems; develop, run, prepare and complete
various reports, communications, surveys and/or census information as requested from these systems.
 Performs a variety of basic and advanced level bookkeeping and accounting tasks for assigned school district(s)
and/or entities:
 Implements accepted accounting principles, practice and procedures in performing or reviewing accounting
transactions as directed by the Director of Finance and/or the Director of Labor and Employee Relations, Policy and
Legal Services.
 Assists with the coordination for the execution of the annual audit by independent and/or elected auditors to fulfill
local, state, and federal audit requirements. Prepares and provides access to backup data related to payroll as
requested by the auditor(s); prepares and provides reports and financial statements to be audited.
 Performs, or assists with the performance of periodic internal audits to ensure compliance with district policy, State
law, established accounting practices, or departmental operating practices.
 Performs a variety of clerical and key administrative support functions for the Human Resources and Finance
Offices:
 Assists with planning and implementation of various finance and accounting special projects as requested:
compiles data for special reports; prepares and completes various reports, surveys & census information;
researches necessary data and information; and the like.
 Compiles, presents, explains, and analyzes data related to assigned function, including recommendations of
action to be taken by Director of Finance and/or Director of Labor and Employee Relations, Policy and Legal
Services.
 Assists with the implementation, design and maintenance of the Payroll and Human Resources I.S. database.
 Keeps abreast of relevant CSSU policies and procedures, and regulations & legislation, and assists with
ensuring compliance with such.
 Assists with the design, compilation, and maintenance of the payroll and benefits operating practices and
training manual.
 Provides regular updates and training to the Payroll, Benefits and Fiscal Specialists on best practices related to job
functions and duties.
 Oversees and implements the training of bookkeepers and other staff members on the use of the payroll software,
and on proper methods and techniques as they relate to the payroll functions employed by the Supervisory Union.
Prepares and issues regular correspondences to keep them informed of changes and/or to assure consistency of
reporting.
 Keeps abreast of best practices in the field; identifies priorities or special objectives consistent with such.
 Keep abreast of relevant CSSU policies and procedures, employee handbooks and master agreements; assist in
assuring compliance with routine policies, procedures and master agreement provisions.
 Maintains professionalism and confidentiality.
 Performs other duties as assigned or requested.
SUPERVISION RECEIVED: Reports to and receives assignments and direction from the Director of Labor Relations, Policy
and Legal Services. Supervised and evaluated by the Director of Labor Relations, Policy and Legal Services.
SUPERVISORY RESPONSIBILITIES: Trains and plans, assigns, and is responsible for quality of work of the Payroll, Benefits
and Fiscal Specialists and is responsible for training and assisting co-workers in areas of knowledge, training and/or
expertise to ensure a smooth transition of duties as directed by the Director of Labor Relations, Policy and Legal
Services.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty
satisfactorily, in addition to the following:
 Education and Experience. Bachelors’ degree in Accounting or other appropriate discipline, plus 3 to 4 years of
relevant payroll/accounting/bookkeeping experience, or a combination of education and experience from which
comparable knowledge and skills are acquired.
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Language Skills. Ability to read and interpret documents such as policies, operating practices, procedure manuals,
and governmental regulations. Ability to write reports, advertisements, business correspondence, newsletters, and
procedure manuals. Ability to effectively present information and respond to questions from applicants,
administrators and employees of organization.
Mathematical Skills. Ability to work with mathematical concepts such as probability and statistical inference. Ability
to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Computer Skills and Experience. Good computer skills and experience including data entry and information retrieval
from computerized information systems. Good knowledge of Microsoft Word and Excel also desirable.
Reasoning Ability/Mental Requirements. Demonstrated ability to use discretion and independent judgment. Ability
to solve practical problems and deal with a variety of concrete variables in situations where only limited
standardization exists. Ability to interpret a variety of instructions/policies/procedures/practices furnished in oral,
diagram or schedule form.
Communication & Interpersonal Skills. Excellent oral and written communication skills. Proven ability to work
cooperatively and effectively as part of a team. Ability to communicate courteously, efficiently and effectively with
a variety of individuals, including faculty, staff, administrators, co-workers, applicants, community members, and
representatives of outside organizations.
Other Personal Characteristics. High accuracy and attention to detail. Strong organizational skills. Proven ability to
work effectively without specific direction and minimal supervision.
Competencies. The individual in this position must possess the following:
 Dependability – being reliable, punctual, responsible and fulfilling obligations
 Self-Control – maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive
behavior, even in very difficult situations.
 Stress Tolerance – accepting criticism and dealing calmly and effectively with high stress situations.
 Cooperation – being pleasant with others on the job and displaying a good-natured, cooperative attitude.
 Concern for Others – being sensitive to others’ needs and feelings and being understanding and helpful on the
job.
 Attention to Detail – being careful about detail and thorough in completing work tasks.
 Integrity – being honest and ethical.
 Adaptability/Flexibility – being open to change (positive or negative) and to considerable variety in the
workplace.
 Independence – guiding oneself with little or no supervision, and depending on oneself to get things done.
 Social Orientation – preferring to work with others rather than alone, and being personally connected with
others on the job.
Frequency
Sometimes
Occasionally
Frequently
Constantly
Not Applicable
Code
S
O
F
C
NA
Description
activity may exist sporadically, but not on a consistent basis.
activity exists on a consistent basis for less than 1/3 of the time
activity exists from 1/3 of the time up to 2/3 of the time
activity exists for 2/3 or more of the time
activity is not present in the position
PHYSICAL EFFORT AND STRESS. Employee must have the physical ability to perform the essential functions of the job as
outlined above, in addition to the following (Indicate appropriate code from above):
SITTING
STANDING
WALKING
SEEING
HEARING
TALKING
Frequency
Code
C
F
O
C
C
C
Essential
X
X
X
X
X
X
Not
Essential
DEXTERITY (hands/fingers)
USE OF COMPUTERS AND EQUIPMENT
LIFTING
up to 10 lbs.
10-25 lbs.
25-50 lbs.
50-100 lbs.
100+ lbs.
CARRYING
up to 10 lbs.
10-25 lbs.
25-50 lbs.
50-100 lbs.
100+ lbs.
BENDING/STOOPING
PUSHING/PULLING
TWISTING
CLIMBING
BALANCING
CROUCHING
KNEELING
CRAWLING
REACHING (i.e., overhead)
HANDLING
DRIVING
REPETITIVE MOVEMENTS (hands, feet)
MANAGING STRESS
RESOLVING CONFLICTS
C
C
X
X
O
O
NA
NA
NA
X
O
O
NA
NA
NA
O
NA
O
O
NA
O
NA
NA
O
C
O
C
F
O
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
WORKING CONDITIONS/ENVIRONMENTAL FACTORS: All conditions common to a construction site for residential
housing including, but not limited to, the following (Indicate appropriate code from above):
EXPOSURE (dust, dirt)
EXPOSURE (extreme heat – non-weather, flames)
EXPOSURE (extreme cold – non-weather)
EXPOSURE
(fumes, odors)
)
EXPOSURE (viruses, infectious diseases)
EXPOSURE (water)
EXPOSURE (hazardous equipment)
EXPOSURE (chemicals, hazardous materials)
UNEVEN TERRAIN
OUTDOOR WEATHER CONDITIONS
VIBRATION/NOISE
HEIGHTS
Frequency Code
F
NA
NA
S
O
NA
NA
S
NA
S
C
NA
Definitions - Physical Demands
Sitting: remaining in a seated position
Standing: remaining on one's feet in an upright position at a work station without moving about
Walking: Moving about on foot
Seeing: Perceiving with the eye
Hearing: Perceiving or listening to sound by ear
Talking: Articulating, speaking or discussing using spoken words
Dexterity: Skill in the use of hands and fingers
Lifting: Raising or lowering an object from one level to another (includes upward pulling)
Carrying: Transporting an object, usually holding it in the hands or arms or on the shoulder
Bending/Stooping: Bending the body downward and forward by bending the spine at the waist. Occurs to a considerable degree
and requires full use of the lower extremities and back muscles.
Pushing: Exerting force upon an object so that the object moves away from the force (includes slapping, striking, and kicking)
Pulling: Exerting force upon an object so that the object moves toward the force (includes jerking).
Twisting: Rotating; moving to face in alternate direction.
Climbing: Ascending or descending ladders, stairs, scaffolding, ramps, poles, ropes and the like, using the feet, legs, and/or arms
and hands.
Balancing: Maintaining body equilibrium to prevent falling when walking, standing, crouching, or running on narrow, slippery, or
erratically moving surfaces; or maintaining body equilibrium when performing gymnastic feats.
Crouching: Bending the body downward and forward by bending the legs and spine.
Kneeling: Bending the legs at the knees to come to rest on the knee or knees.
Crawling: Moving about on the hands and knees or ha
Reaching: Extending the hands and arms in any direction
Handling: Seizing, holding, grasping, turning, or working with hands
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This general outline illustrates the type of work, which characterizes the Job Classification. It is not an all-encompassing statement of
the specific duties, responsibilities and qualifications of individual positions assigned to the classification. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.