Payroll Specialist

POSITION DESCRIPTION

Payroll Specialist

Reports to: Director of Finance

Purpose:

To provide accurate and timely payroll services for the school district, including payroll processing, employee pay records, deductions, timekeeping, payroll reporting, reconciliations, and compliance with applicable federal, state, and local requirements.

Responsibilities:

• Processes regular and supplemental payrolls accurately and timely in accordance with established payroll schedules and district procedures.
• Reviews and verifies employee time and attendance records, including regular hours, overtime, leave, supplements, stipends, extra-duty pay, and other compensation.
• Maintains accurate payroll records and employee pay information, including salary changes, position changes, deductions, direct deposits, tax information, and other payroll-related data.
• Reviews personnel and payroll documentation for accuracy, completeness, appropriate authorization, and compliance with district policies and procedures.
• Processes and maintains employee payroll deductions including, tax withholdings, garnishments, voluntary deductions, and other authorized deductions.
• Coordinates with Human Resources and school and department administrators regarding new hires, transfers, separations, salary changes, leave, stipends, supplements, and other actions affecting payroll.
• Monitors payroll-related changes and ensures that approved personnel actions are accurately reflected in the payroll system.
• Performs payroll reconciliations and verifies payroll expenditures, deductions, and employer contributions for accuracy.
• Prepares and submits required payroll reports, including retirement, health insurance, tax, and other federal, state, and local payroll reports.
• Assists with the preparation and reconciliation of year-end payroll reporting, including W-2s, 1099s, and other required tax and payroll documents.
• Responds to employee questions regarding paychecks, deductions, direct deposits, leave balances, tax withholdings, and other payroll-related matters and provides appropriate assistance or guidance.
• Maintains confidentiality and security of employee payroll and personal information in accordance with applicable laws, regulations, and district policies.
• Assists with payroll-related audits by compiling reports, providing supporting documentation, researching transactions, and responding to auditor questions.
• Maintains appropriate payroll records and documentation in accordance with district records retention requirements.
• Assists with the development, implementation, and improvement of payroll procedures and internal controls.
• Provides training and guidance to school and department personnel regarding timekeeping, payroll procedures, deadlines, and required documentation.
• Performs other duties as assigned by the Director of Finance.

Knowledge and Abilities:

• Knowledge of payroll principles, procedures, and practices.
• Knowledge of basic accounting principles and financial recordkeeping.
• Knowledge of federal and state payroll requirements, tax withholdings, and payroll deductions.
• Knowledge of timekeeping, leave, and employee compensation processes.
• Ability to accurately process large volumes of payroll information within established deadlines.
• Ability to review, analyze, and reconcile payroll and financial information.
• Ability to identify and resolve discrepancies in payroll records and transactions.
• Ability to maintain confidentiality of sensitive employee and financial information.
• Ability to interpret policies, procedures, regulations, and payroll-related information and apply them appropriately.
• Ability to communicate effectively with employees, administrators, Human Resources personnel, and other departments.
• Ability to verify documents and information for accuracy, completeness, and appropriate authorization.
• Ability to use Microsoft Office, Google Workspace, payroll, timekeeping, and other specialized financial software systems.
• Ability to learn and effectively use new payroll and financial systems and technology.
• Strong organizational skills and attention to detail.

Training and Experience:

• High School Diploma and two years of experience in payroll, accounting, bookkeeping, human resources, or an administrative office environment; or an equivalent combination of education and experience.
• Experience processing payroll, maintaining employee records, or working with financial information preferred.
• School finance or public-sector payroll experience preferred.
• Experience using payroll, timekeeping, accounting, or financial management software preferred.
• Training or experience using Microsoft Office and Google Workspace preferred.
• Associate Degree in Accounting, Business Administration, Human Resources, or a related field preferred.