Payroll Specialist

SUMMARY OF PURPOSE
This position is responsible for the accurate and timely preparation and processing of district payroll and related functions. The role requires strong personal initiative, attention to detail, and a high degree of confidentiality when working with sensitive financial and employee records.

ESSENTIAL FUNCTIONS
1. Accurately maintains and processes payroll information for district employees.
2. Prepares payroll in accordance with the annually adopted payroll schedule.
3. Maintains employee records within time and attendance systems and business financial software.
4. Monitors and maintains time and attendance in compliance with District policy, employee contracts, collective bargaining agreements, and handbooks.
5. Prepares and submits required tax, retirement, and payroll-related forms and reports in accordance with federal, state, and local regulations, including but not limited to PSERS/VOYA monthly and yearly reporting, W-2s, W-4s, and monthly and quarterly payroll tax filings.
6. Maintains records related to employee wages, direct deposits, deductions, wage attachments, voluntary benefits, and retirement contributions.
7. Coordinates with the Human Resources Benefits Coordinator to ensure salary, tax, benefit, and retirement data are accurate and updated in a timely manner.
8. Assist with unemployment compensation reporting and claims management, including provision of required documentation.
9. Processes and responds to employment/wage verification requests in accordance with district procedures and confidentiality requirements.
10. Supports administration of the district's 403(b) retirement plan, including contribution processing, vendor coordination, compliance support, and employee assistance with enrollment, changes, and general inquiries.
11. Assists employees with payroll-related inquiries and concerns, including pay, deductions, taxes, time reporting, and retirement contributions.
12. Reviews, maintains, and updates payroll procedures to ensure compliance with applicable laws and reporting requirements.
13. Coordinates, prepares, and processes fiscal and calendar year-end rollovers within payroll and employee data systems.
14. Ensures payroll and employee data accuracy through routine audits, reconciliations, and system validation checks.
15. Onboards and processes support staff substitutes and district volunteers, ensuring required documentation and records are accurately maintained.
16. Reviews, reconciles, and verifies substitute invoices for accuracy from multiple vendors.
17. Prepares correspondence, letters, and memos related to payroll and benefit matters as directed by the Director or Assistant Director of Business Services.
18. Establishes and maintains official payroll and personnel files for all employees in accordance with record retention and data privacy requirements.
19. Creates and maintains payroll calendars within business office financial software and coordinates payroll calendar communication for all employee groups.
20. Provides administrative support to the Director of Business Services as needed.
21. Assists with receptionist duties when required.
22. Establishes and maintains effective working relationships with staff, business partners, and the general community.
23. Performs other duties as assigned by the Director or Assistant Director of Business Services.

SCOPE AND IMPACT
This position performs its duties using diversified operating procedures. Internal contacts include administrators, office staff, buildings and grounds staff, teachers, principals, and other school district employees. External contacts include governmental agencies and payroll-related organizations.
 

MINIMUM REQUIREMENTS
This position requires a working knowledge of payroll processes and procedures. An associate's degree in accounting or a related business field is required, or a high school diploma with a minimum of four (4) years of payroll and office experience.
 

SPECIAL SKILLS
- Proficiency in payroll, time and attendance, and personnel systems; Microsoft Word and Excel.
- Experience with enterprise payroll/financial systems; Skyward experience a plus.
- Ability to maintain strict confidentiality.
- Strong interpersonal and customer service skills; effective team collaboration.
- Ability to work independently and exercise sound judgment.
- Strong attention to detail.
- Ability to prioritize tasks and meet critical deadlines.

PHYSICAL/MENTAL/ENVIRONMENTAL
- Physical: Sit: 90%; walk/stand 10%
- Lifting: Some lifting
- Vision: Normal
- Hearing: Normal
- Mental : Ability to evaluate, interpret and analyze; written and verbal communications.
- Environment: Normal office environment.