Fiscal and Payroll Director (#1359)

Location:

District Office

Anticipated start date:

ASAP

Days per year:

260

Hours per day:

8.0

Position Info:

• Screening for this position will begin on May 12, 2025.

Benefits Info:

• Benefits offered: •Medical, Dental, Vision, Prescription (SEBB) •Long-Term Disability Insurance •Accidental Death and Dismemberment Insurance and Life Insurance •Retirement •Sick, personal, vacation, and bereavement leave •Health Reimbursement Arrangement (VEBA) •Employee Assistance Program •Tuition Reimbursement. *Optional Benefits: •Additional life and accidental death and dismemberment insurance •Deferred compensation •Annuities (403(b), Roth) •Medical flexible spending arrangement •Limited purpose flexible spending arrangement •Dependent care assistance program

CLASSIFICATION: Administration

REPORTS TO: Chief Financial Officer

POSITION SUMMARY

This position supervises the payroll and fiscal departments reporting directly to the Chief Financial Officer.

Payroll Oversight:

This position supervises the payroll office and ensures compliance with state and federal regulations as well as negotiated contract agreements related to employee compensation and benefits. Key responsibilities include staff supervision along with supervision of the following processes: maintenance of payroll records, accurate processing of annual contracts and rates of pay, and administration of leave, benefits, retirement, and deductions.

Fiscal Oversight:

The director manages the financial operations including budget development, financial reporting, internal controls, and regulatory compliance. This position oversees fiscal department staff and supports strategic financial planning.

PREFERRED QUALIFICATIONS

Education & Experience:

• AA or college work in business and finance
• Minimum of three years in a position requiring advanced payroll/auditing experience and experience in processing contracts and benefits and managing budgets.
• At least two years in a supervisory position
• Experience in a school setting in a similar role may substitute for formal education requirements

Special Requirements:

• Successful Washington State Patrol and Federal Bureau of Investigation fingerprint clearance
• I-9 employment eligibility in compliance with the Immigration Reform and Control Act
• HIV/HBV training (within 60 days of hire; district-provided)
• Human Resources new hire training (within 60 days of hire; district-provided)
• Availability to work extended hours when required

KNOWLEDGE, SKILLS & ABILITIES

Knowledge of:

• Generally accepted payroll processes
• Governmental fund accounting (WA State public school accounting preferred)
• Data entry and computer reporting systems (WESPAC preferred)
• Internal control systems
• Standard office software (advanced Excel skills preferred)
• Department of Internal revenue rules and regulations for public entities
• Washington state retirement systems (TRS, PERS, and SERS)
• Workers’ Compensation rules and regulations
• Washington State public school accounting knowledge preferred
• Laws and regulations relating to Benefits including RCWs and WACs

Skills and Abilities:

• Oversee payroll processes to ensure accuracy and timelines of pay for all employees
• Ability to interpret and be current with regulations governing Washington State retirement system
• Develop, implement, and supervise projects
• Oversee internal audits of District payroll, benefits, and budgets
• Interact with employees in a positive, calm and courteous manner
• Establish and maintain effective working relationships
• Evaluate processes for efficiency, effectiveness and accuracy
• Work independently, exercise good judgment, and maintain confidentiality regarding employee compensation issues

POSITION RESPONSIBILITIES:

General Responsibilities:

• Supervise payroll and fiscal staff
• Lead the department to interpret and apply District policies, union agreements, and procedures with good judgment
• Maintain professional, courteous interactions with staff, students, and community
• Regular attendance at assigned worksite during scheduled hours
• Other responsibilities as assigned by the Chief Financial Officer.

Payroll Responsibilities:

• Oversees records maintenance and correspondence
• Coordinate with Human Resources for employee onboarding and payroll accuracy
• Oversees payroll processes and assists when needed (e.g. timesheet input, benefit & retirement data input, reconciliations) for the purpose of compliance with district, state and federal mandates. Maintains district payroll system.
• Ensure the department maintains a wide variety of payroll information, files, records for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines
• Provide oversight as the department prepares reports, filings, correspondence and other written materials (e.g. monthly payroll reports, transmittal memos, W-2’s, 941 tax filings, etc.) for the purpose of providing written reference and/or complying with district, state and federal requirements
• Oversee employee health related benefits and ensure compliance with all RCWs, WACs and district policies
• Ensure that the department conducts new employee orientation for insurance benefits and assist employees in completion of paperwork/online enrollment.
• Ensure the department communicates with and updates employees during annual open enrollment period on health care coverage and premium changes
• Ensure payroll accuracy, timeliness and compliance
• Oversee the balancing of monthly vendor billing with payroll records and submit to vendors with payment; maintain appropriate documentation/files

Fiscal Responsibilities:

• Monitor accounting and budgeting for the General Fund, Associated Student Body (ASB) Fund, Capital Projects, Debt Service Fund, Transportation Vehicle Fund, and Trust Funds
• Supervise the District’s accounting processes and provide knowledgeable guidance for staff in the production of (and serve as a back-up when needed) purchase orders, audit and payment of procurement card transactions, invoices, expense and travel claims, issuance of warrants, reports for board approval, grant claims, receipting, depositing, and other accounting duties and tasks.
• Prepare month-end and year-end close journal entries, and oversee journal entries prepared by other staff
• Handle investment activities, transfers and reconcile monthly reports from the county treasurer
• Prepare department and school budgets, and help work with program administrators to track and maintain budgets, including projected costs, budget transfers/increases, and special costs.
• Assist in monitoring compliance with procurement, purchasing, bid and quote requirements.
• Help interface with the annual audit process, assist in evaluations of internal controls and periodically conduct internal audits, making recommendations for improvements where appropriate.

PHYSICAL/MENTAL REQUIREMENTS:

The physical/mental requirements described are representative of those an employee may encounter while performing the essential functions of this job and may be supplemented as necessary.

• Frequent use of computers, phones, and office equipment
• Ability to perceive the nature of sound; near/far visual acuity, depth perception
• Ability to communicate orally
• Ability to lift/move up to 20 pounds
• Prolonged periods of sitting, with occasional walking and standing
• Ability to handle interruptions and meet strict deadlines
• Occasional off-site travel for trainings or meetings
• Frequent interaction with emotionally charged situations

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EMPLOYMENT CONDITIONS:

This position is part of the District Level Administration group. The position will work a schedule of 260 days. Salary and benefits as determined by the current salary schedule. Employee is required to complete all mandatory district training by specified deadlines.

EVALUATION PROCEDURES:

Performance shall be evaluated annually according to Board and administrative policies and procedures.