Payroll Tech Trainee External 07.23.25

Job Summary

Technical-payroll work reviewing, processing, analyzing, and maintaining payroll records and data, including the entering of data to automated payroll and accounting systems. As this is the trainee level, workers will be trained in the particulars of the District's automated payroll and accounting systems and on payroll and related functions for a period of up to one (1) year, at the end of which the worker will be either advanced to Payroll Technician or separated from employment in this class. Performs more complex work with a greater volume over time as a demonstration of appropriate progress towards successful completion of the on-the-job training program. This class lies below that of Payroll Technician.

Essential Functions

1. Processes and sets-up new hires and rehires in automated payroll system to include leave entitlements, workers' compensation, social security, retirement, taxes (W-4), and prorates employee's first check.

2. Enters data to automated payroll system such as leave, hours worked, on-the-job injury absences, overtime, W-4s, deductions, and other payroll-related entries and corrections to proper accounts.

3. Reviews and audits personnel, accounting and payroll-related forms and data for accuracy; appropriate signatures; identifies data affecting pay such as: withholding allowances, salary adjustments, fees, and retro pay due to such actions as union settlements, service raises, promotions, and demotions; and ensures appropriate account numbers. Reconciles, balances and audits payroll and leave data, records, and payments.

4. Calculates equalization pay in accordance with provisions of School Board Policies.

5. Prepares, audits, drafts, cancels, calculates taxes on, and troubleshoots and resolves problems with manual checks.

6. Ensures payroll checks are sent to appropriate responsibility center.

7. Researches, verifies accuracy of employee/payroll records, and sets up employees in state retirement DROP Plan and other early retirement plans. Processes retirements and terminations to include auditing leave balance and final payment.

8. Establishes and/or maintains payroll and leave-related records and file systems.

9. Composes correspondence and prepares job-related reports as required.

10. Responds to inquiries from and communicates with teachers, principals, administrators, DTU and other unions, and other School District employees to resolve payroll and leave-related problems.

11. Performs other duties as assigned.

Probation: One (1) year

Qualifications

Open Requirements: A three (3) year combination of education, training and clerical/technical accounting or bookkeeping experience that includes the use of word-processing and spreadsheet computer software applications.

Successful completion of a high school, vocational/technical school or college-level Bookkeeping course may substitute for six (6) months of the required experience. Three (3) semester hours of successfully completed college-level accounting course work may substitute for six (6) months of required accounting or bookkeeping experience. General Accounting I & II together may substitute for Principles of Accounting I and are together equivalent of one (1) three (3) semester hour college-level accounting course.

Promotional Requirements: All permanent employees who have served for one (1) year or for a combination of one year in the class(es) of Account Clerk, School Bookkeeper I, and/or School Secretary/Bookkeeper and who meet the open requirements may apply.

Licensing: NA

Knowledge, Skills, and Abilities

• Knowledge of accounting and payroll principles, practices, procedures, and methods
• Knowledge of payroll and leave-related School District policies, practices, and procedures
• Knowledge of Federal, State and local laws, rules, regulations, and policies governing payroll and leave data, records, accounts and payments
• Knowledge of the automated accounting and payroll systems used by the School District
• Knowledge of Collective Bargaining Agreements
• Skill in making and verifying mathematical calculations
• Skill in establishing and maintaining accounting and payroll records
• Skill in operating personal computers and other standard office equipment
• Ability to effectively manage time and prioritize work in the performance of assigned tasks
• Ability to organize and perform multiple tasks at the same time
• Ability to apply accounting and payroll knowledge to work assignments
• Ability to analyze and audit accounting, payroll and leave data, records, accounts, and payments
• Ability to read, understand and apply job-related laws, rules, regulations, policies, procedures and labor agreements, information and materials
• Ability to communicate effectively
• Ability to prepare accounting and payroll reports and statements
• Ability to use word-processing, spreadsheet, and related software applications to include creating spreadsheets
• Ability to establish effective working relationships with fellow workers, administrators, and customers
• Ability to learn Duval County School Board payroll procedures, labor contracts, and automated accounting and payroll systems
• Ability to operate standard office equipment such as personal computers, copiers, printers, facsimiles, and calculators