Position: Payroll Specialist

With little or no supervision, the Payroll Specialist is responsible for accurately and efficiently coordinating
and performing the payroll process for Bartlett Electric Cooperative, Inc. (BEC). The Payroll Specialist
computes payroll earnings for all employees and prepares direct deposit payouts associated with the
earnings on a routine basis in accordance with BEC policies and procedures.

Essential Functions of Position:
1. Principally works indoors in an office setting.
2. Must possess and maintain the ability to:
 Respond in a positive manner to supervision.
 Work as a cooperative member of a team.
 Interact in a professional and courteous manner with co-workers and members.
 Successfully work within deadlines and time constraints.
3. Correctly operates a laptop and desktop computer and programs/systems used.
4. Must possess knowledge of, or demonstrate the ability to learn, various computer applications,
including BEC’s accounting system. This includes Microsoft Office Excel and Word .
5. Accurately and legibly completes all documentation (computerized timecards, etc.) in accordance
with BEC policies and procedures and submits such documentation to the proper individuals for
recordkeeping purposes.
6. Assists members and coworkers by phone and in person, as needed.
7. Scans documents into Document Vault.
8. Reviews and reconciles hours worked as entered by employees and approved by supervisors for each
pay period and payroll run.
9. Prepares direct deposit process, transmits files to the bank, distributes Payroll to General Ledger
accounts and records all payroll deduction entries accordingly.
10. Accurately prepares and submits payroll taxes to federal and state agencies (FUTA, SUTA, 941,
etc.), as required, for both BEC and BEC Communications.
11. Reviews Paid Time Off, Holiday time and other employee absences entered via Employee SelfServe for appropriate entry and accounting.
12. Accurately prepares and distributes W-2s to all applicable employees annually and on time.
13. Accurately prepares and distributes 1095s to all applicable employees annually and on time.
14. Accurately prepares and distributes W-3 to federal agencies annually and on time.
15. Accurately prepares and distributes 1094 to federal agencies annually and on time.
16. Accurately transmits 401(k) contributions to NRECA per payroll for timely accounting of employee
contributions, employer contributions and matching funds.
17. Accurately transmits Retirement Security Plan contributions to NRECA per month for timely
accounting funds for eligible employees.
18. Accurately transmits 401(k) Loan repayments to NRECA per payroll for timely accounting of
employee 401(k) Loan repayments.
19. Accurately transmits Health Savings Account contributions to Health Equity per payroll for timely
accounting of employee contributions and matching funds for eligible participating employees.
20. Accurately transmits payment of monthly and annual fees associated with Health Savings Accounts
and 401(k) Accounts to Health Equity and NRECA.
21. Accurately enters all court-ordered child support, medical support or wage garnishment amounts into
the BEC payroll system for affected employees and ensures that the amounts deducted from wages
are successfully transmitted to the appropriate agencies in a timely manner.
22. Monitors changes to the expected payroll figures and investigates any discrepancies, when needed.
23. Accurately enters all individual payroll deductions, BEC benefit costs, and individual banking
information into the BEC payroll system for accurate completion of each payroll process.
24. Analyzes Employee Self-Serve (ESS) Time Entry for all employees when processing payroll.
25. Assists in training and answering questions of employees regarding payroll deductions, purchases,
time entry, and payroll processes.
26. Strives to meet departmental and cooperative goals and objectives.
27. Must be well-organized in work and department.
28. Must possess strong attention to detail and the ability to maintain confidentiality.
29. Operates all coop equipment in accordance with BEC policies and procedures, safety rules,
manufacturer guidelines, and regulations and/or codes and seeks input from the Accounting
Supervisor when information is unclear, inadequate or requires interpretation.
30. Plans the work of the individual assignment, as directed, so that it can be done safely, properly,
orderly, and as economically as possible.
31. Subject to travel intra/interstate, as necessary, for training, meetings, job duties, or to provide
assistance to other electric cooperatives.
32. Complies with all BEC policies, procedures and safety rules as they apply to the Administration
Department and recommends to fellow workers the use and practice of the same.

Equipment Used:
Laptops, desktop computers, computer keyboards, telephones, printers, fax machines, paper shredders, file
cabinets, desk chairs, postage machine.

Other Important Duties:
1. Maintains good working relations with co-workers, BEC members and the general public.
2. Represents BEC by attending schools/seminars/meetings for improvement of job knowledge and
skills, when requested.
3. Continually explores new ideas to enhance job performance, efficiency, productivity, and work
relations. Communicates these ideas to the Accounting Supervisor or designee.
4. Performs other duties as may be assigned by Accounting Supervisor or designee.
Experience, Training, Knowledge, Skills, and Abilities:
 Must maintain professional knowledge of all issues relating to payroll and maintain the desire to
improve industry knowledge by attending webinars, seminars, etc.
 Must maintain knowledge of Cooperative’s policies related to duties of the position.
 Ability to travel intra/inter-state, as necessary, for training purposes, meetings, or to provide
assistance to other electric cooperatives, as required.
 Must be able to deal with members, the general public and fellow employees in a professional,
friendly and courteous manner.
 Ability to move about and within an office building and on various terrains.
 Ability to frequently stand and/or walk and sit for extended periods of time.
 Ability to perform manual and detailed hand work using both hands, sometimes repetitively, in order
to operate office equipment.
 Ability to lift and/or move a box of copy paper weighing approximately 40 pounds.
 Ability to perform essential functions that require frequent, prolonged viewing and use of computer
monitor, keyboard and mouse for extended periods of time.
 Ability to speak and hear clearly in order to communicate.
 Ability to communicate effectively and efficiently, both orally and in writing, with a diverse group
of people and personalities. Requires a high degree of interpersonal skills.
 Ability to be tactful and get along with diverse groups of people and personalities. Capable of
conveying a positive and professional image.
 Ability to prioritize and manage multiple tasks, even simultaneously, as well as coordinate projects
with other employees working to consistently meet deadlines and budgets.
 Ability to listen to and read instructions and other paperwork.
 Ability to use judgement and reasoning skills to perform the Essential Functions of the Position.
 Ability to speak, hear, understand, and communicate in English.
 Must have good math and computer skills.
 Ability to use office equipment including the computer and all relevant software, 10-key calculator,
typewriter, fax machine, copier, phone system and various other types of business machines as
required to do this job.
 Must be able to perform required duties during extended hours in emergency situations.
 Ability to perform all physical requirements of the position.
 Ability to safeguard confidential information.
 Ability to complete records and forms in an accurate and understandable manner.
The fully competent incumbent must possess the following knowledge:
 Must have a working knowledge of generally-accepted payroll principles.
 A working knowledge of internal controls.
 Working knowledge of accounts payable, accounts receivable, materials, and work orders.
 Knowledge of working with governmental entities in the areas of compliance, dispute resolution and
remediation.

 Knowledge of NISC accounting and payroll system, Excel, Word, PowerPoint, and Outlook.
 Knowledge of safety issues affecting office workers.
 Must have a working knowledge of general office practices and all administrative sections.
 Five (5) years’ experience in payroll or financial accounting in an accounting department, preferably
with an electric cooperative or utility.

Education, Degrees, Certificates, and/or License Requirements:
 High School Diploma is minimum requirement.
 Bachelors in Business Administration (BBA) or related degree preferred.
 Valid Texas Driver’s license and an acceptable driving history.
 Must be eligible to be and remain insured as a driver by the Cooperative’s group liability policy for
the automotive fleet.

This Position Description is intended to identify the essential functions of a position and should not be interpreted as all-inclusive. The employee may be required to perform or assume additional position-related responsibilities other than those
stated in this description.

BEC reserves the right to revise or change the position responsibilities as the need arises. This Position Description does not
constitute a written or implied contract of employment. The time frames mentioned for successful accomplishment of
training phases are for illustrative purposes only and should not be construed as an implied contract of employment for any
amount of time.