Payroll Specialist

Job Summary: The payroll specialist must maintain a working knowledge of processing payroll including fringe benefits, employment contracts, and state and federal compensation and labor laws, as they apply to public schools. The payroll specialist will ensure accurate processing and recording of District payroll, provide timely and accurate financial information, participate in data entry for payroll processing, and work with other personnel in human resources and the business office to support District personnel functions.

Essential Functions: 

• Process all payrolls and distribute payments (e.g. certified staff, substitutes, timesheets, etc.) in a timely and accurate manner. 

• Process all time sheets/work-time entries for each payroll period in a timely manner, to include calculating, verifying, and data entry.

• Research discrepancies of payroll information and/or documentation (e.g. time sheets, leave time entries, salary, stipends, FMLA, etc.); 

• Reconcile payroll withholding/deduction checks to billing and make timely monthly payments to insurance companies and government agencies. 

• Complete and file timely payroll returns and reports as required by IRS, SSA, SDE, OTRS and all other agencies of local, state or federal government. 

• Process all garnishments received in a confidential manner; ensure all deadlines are followed; proper withholdings are made, and amounts of deductions meet state and federal guidelines.

• Maintains records and files, which adequately document payroll activities (e.g. time sheets, extra duty sheets, payoff sheets, I-9, W-2, W-4). 

• Accurately reflects all taxable income (salary, transportation, imputed income, perks, etc.) in employee compensation.

• Collect, record, and process all required Federal and State documents (e.g. W-2,W-4, etc.)

• Set up new employees in the payroll system and/or delete employees upon termination once they have been approved by the board and documentation has been approved; assist with employee onboarding processes. 

• Respond to all employee inquiries related to payroll with a customer-focused demeanor. 

• Assist with audit preparation, as needed; assist with income verifications, as needed

Education/Training Requirements:

• High School Diploma, or equivalent
• Specific knowledge-based competencies required to perform the functions of the job include: ability to use office software and office equipment, including Microsoft Word, Excel, Google, school-related software, copiers.

Working Conditions: 

• Some lifting, carrying, pushing, and or pulling. Generally the job requires 90% sitting, 5% walking, and 5% standing. 
• May experience constant interruptions, inflexible deadlines, and changes to normal routines. 

Terms of Employment:

• 12 month position with paid holidays

Status: Non-Exempt