District Bookkeeper & Payroll Specialist

Position Summary

The District Bookkeeper & Payroll Specialist manages the day-to-day financial, accounting, and payroll operations of the school district. In our small, rural community, this individual wears multiple hats, ensuring accurate, timely processing of district expenditures, employee compensation, and benefit management. This position requires strict compliance with the Wisconsin Department of Public Instruction (DPI) WUFAR accounting structure, Department of Employee Trust Funds (ETF) guidelines, and proficiency preferred with Skyward software.

Essential Performance Responsibilities

1. Payroll Processing & Benefits Administration

• Process bi-weekly payroll for all certified, non-certified, and co-curricular district staff using Skyward Financial/Payroll Management.
• Maintain accurate employee payroll records, including tracking timesheets, substitute teacher hours, leave balances (sick, personal, vacation), and direct deposit allocations.
• Calculate, process, and submit mandatory payroll deductions, including federal/state taxes, health insurance premiums, HSA contributions, and tax-sheltered annuities (403b).
• Manage monthly and annual reporting for the Wisconsin Retirement System (WRS) through the Department of Employee Trust Funds (ETF).
• Prepare and distribute annual employee tax documents, including W-2s

2. Accounts Payable & Receivable

• Process all district purchase orders, verify invoices, and prepare bi-weekly or monthly voucher check runs for School Board approval.
• Maintain accurate vendor files, including tracking W-9 forms and end-of-year 1099 processing.
• Receive, record, and deposit all district revenues (e.g., student fees, lunch money, state aid, local property taxes).
• Reconcile monthly bank statements and monitor cash flow across various district accounts.

3. WUFAR & DPI Compliance

• Code all payroll expenses, benefits, and accounts payable transactions accurately according to the Wisconsin Uniform Financial Accounting Requirements (WUFAR) system.
• Assist the District Administrator in gathering payroll and financial data for mandatory DPI reports.
• Provide necessary payroll ledgers, expense reports, and documentation for the district's annual external financial audit.

4. Student Activity & Food Service Accounting

• Manage and audit Student Activity Funds for various school clubs, athletics, and student organizations.
• Reconcile and track revenues/expenditures for the National School Lunch Program (Food Service Fund 50).

Knowledge, Skills, and Abilities

• Software & Systems: Prior experience utilizing Skyward (SMS or Qmlativ) for school payroll and financial management is highly preferred. High proficiency in Microsoft Excel is required.
• WUFAR & WRS Literacy: Strong familiarity with (or a demonstrated ability to quickly master) the Wisconsin DPI WUFAR accounting grid and WRS/ETF retirement reporting processes.
• Precision & Organization: Extreme attention to detail regarding mathematical calculations, data entry deadlines, and state/federal reporting timelines.
• Confidentiality: Absolute discretion regarding sensitive district financial data, employee salaries, medical leaves, benefits, and personnel information.