Payroll Specialist

Position Type:
Secretarial/Clerical/Payroll

Date Posted:
8/20/2026

Location:
ESC of the Western Reserve

Date Available:
2026-2027 School Year

District:
ESC of the Western Reserve

Accounts for and manages all payroll processes for all staff within the district, to include but not limited to processing payroll, verifying timesheets and payroll data, calculation of wages, reconciles payroll records each pay period.

Organizes payroll data required to keep the Assistant Treasurer and Treasurer/CFO informed of pertinent issues.

Maintains a filing system to ensure the proper retention of records.

Upholds board policies and follows administrative procedures.

Properly interprets policy as they pertain to payroll including salaries, wage rates and benefits.

Assists district staff with questions regarding pay issues.

Reconciles and pays health, dental and life insurance bills.

Refers inquiries requiring policy interpretation to administrative staff.

Maintains authorization forms for payroll deduction (e.g., tax withholdings, insurance payments, retirement contributions, etc.).

Maintains payroll records for all monthly, quarterly, and annual reports.

Verifies the timely payment of payroll taxes and the completion of all required reports.

Prepares employee W-2 forms.

Prepares School Employees Retirement System/State Teacher Retirement System reports. Verifies employment for authorized inquiries (e.g., loan applications, etc.).

Processes forms for retirement or end of employment.

Keeps current with current payroll processes and procedures.

Participates in staff meetings and professional growth activities as directed.

Keeps current with updates/changes in technology and office related software.

Fulfill any other duties as assigned.

Demonstrated ability to work with colleagues and maintain good relationships with peers.

Maintains the confidentiality of privileged information.

Ability to work well with others or independently with little or no guidance.

Identifies and resolves problems in a timely manner.

Assesses own strengths and weaknesses.

Maintains confidentiality; Works with integrity and ethically.

Speaks clearly and persuasively in positive or negative situations; Demonstrates group presentation skills; Participates in meetings; Writes clearly and informatively.

Builds commitment and overcomes resistance; Exhibits confidence in self and others

Understands business implications of decisions; Works within approved budget.

Demonstrates accuracy and thoroughness; Strives to increase productivity; Observes safety and security procedures; Determines appropriate action beyond guidelines.

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Job Title: Payroll Specialist

Location: Multiple
FLSA Classification: Exempt

Reports To: Assistant Treasurer / Treasurer

Summary

Performs timely processing of payroll and associated reporting.

Essential Duties and Responsibilities

• Accounts for and manages all payroll processes for all staff within the district, to include but not limited to processing payroll, verifying timesheets and payroll data, calculation of wages, reconciles payroll records each pay period.
• Organizes payroll data required to keep the Assistant Treasurer and Treasurer/CFO informed of pertinent issues.
• Maintains a filing system to ensure the proper retention of records.
• Upholds board policies and follows administrative procedures.
• Properly interprets policy as they pertain to payroll including salaries, wage rates and benefits.
• Assists district staff with questions regarding pay issues.
• Reconciles and pays health, dental and life insurance bills.
• Refers inquiries requiring policy interpretation to administrative staff.
• Maintains authorization forms for payroll deduction (e.g., tax withholdings, insurance payments, retirement contributions, etc.).
• Maintains payroll records for all monthly, quarterly, and annual reports.
• Verifies the timely payment of payroll taxes and the completion of all required reports.
• Prepares employee W-2 forms.
• Prepares School Employees Retirement System/State Teacher Retirement System reports. Verifies employment for authorized inquiries (e.g., loan applications, etc.).
• Processes forms for retirement or end of employment.
• Keeps current with current payroll processes and procedures.
• Participates in staff meetings and professional growth activities as directed.
• Keeps current with updates/changes in technology and office related software.
• Fulfill any other duties as assigned.

Competencies: To perform the job successfully, an individual should demonstrate the following competencies:

• Demonstrated ability to work with colleagues and maintain good relationships with peers.
• Maintains the confidentiality of privileged information.
• Ability to work well with others or independently with little or no guidance.
• Identifies and resolves problems in a timely manner.
• Assesses own strengths and weaknesses.
• Maintains confidentiality; Works with integrity and ethically.
• Speaks clearly and persuasively in positive or negative situations; Demonstrates group presentation skills; Participates in meetings; Writes clearly and informatively.
• Builds commitment and overcomes resistance; Exhibits confidence in self and others
• Understands business implications of decisions; Works within approved budget.
• Demonstrates accuracy and thoroughness; Strives to increase productivity; Observes safety and security procedures; Determines appropriate action beyond guidelines.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience & Certification: High school diploma. Post-secondary training is desirable. Basic understanding of Uniform School Accounting System, (USAS), and Uniform School Payroll System, (USPS), preferred. Proficient in data entry, spelling, proofreading, and the correct use of grammar. Ability to be attentive to detail and able to perform repetitive tasks with accuracy. General understanding of internal control system(s). Multitasking ability and strong interpersonal skills.

Work Environment and Physical Demands: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Environment: The noise level in the work environment is usually moderate.

Physical Demands: The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus. While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to stand; walk; sit; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee is occasionally required to climb or balance.