Payroll Specialist

POSITION: PAYROLL SPECIALIST

REPORTS TO: Assistant Superintendent of Business and Financial Services

Director of Finance

POSITION SUMMARY: The Payroll Specialist provides advanced technical and compliance support to ensure timely administration of payroll and employee benefits. This role is responsible for managing payroll calculations, deductions, and regulatory reporting in coordination with the Business and Financial Services team.

ESSENTIAL FUNCTIONS:

RESPONSIBILITIES:

• Prepare, audit, and process complex payroll runs, including retroactive pay, stipends, and employee separations
• Enter, maintain, and audit records in the financial system with a high degree of accuracy and confidentiality
• Manage employee benefits deductions (ie: insurance and pension deductions) and garnishments.
• Assist with preparation of direct deposit vouchers, reconciliations, and related reports and documentation, and submit batches to financial institutions as directed
• Assist with quarterly and year end processes, including reconciliation, preparation, and distribution of W-2 tax forms, and ACA compliance
• Respond to high level inquiries related to payroll, benefits, pension, and tax withholdings
• Reconcile employee leave balances according to district records
• Track and maintain pay records for employees on leave, FMLA, workers' compensation, and dock or adjust contracts as necessary.
• Collaborate with Payroll Coordinator on benefit enrollment periods and reporting to Illinois pension systems
• Assist with processing changes such as new employees, terminations, and rate changes required per contract year or board directive.
• Update the information in the payroll master accurately.
• Assist with the maintenance of subsidiary controls, records, and reports on payroll deductions.
• Assist with disbursement of payments for federal and state taxes, FICA, retirement, and voluntary deductions such as Credit Union, ISA's, union dues, garnishments, etc.
• Assist with preparation of bi-weekly, monthly, quarterly, and annual state and federal reports for IMRF, IRS, federal and state taxes, Social Security, and Medicare.
• Maintain ID ME Federal credentials to process bi-weekly and quarterly tax payments.
• Calculate pro-rated salaries and benefit time.
• Keep abreast of changes in retirement systems and governmental withholding laws.
• Answer and service calls applicable to the areas of assigned responsibility.
• Produce requested payroll data reports for external, FOIA, or collective bargaining requests.
• Extract necessary data from time sheets, stipend requests, and overtime slips.
• Accurately input data into payroll software and verify output. Process pay for external subs and internal sub work.
• Prepare Payroll summary of account distributions for Board Report as needed.
• Prepare and distribute schools’ timesheets as needed.
• Assess longevity step advances in PIO bank and adjust attendance classes accordingly
• Perform an annual roll of PIO banks.
• Maintain IRS registration and perform Payroll Coordinator duties in the event of an absence.
• Perform any additional duties assigned by the Assistant Superintendent of Business and Financial Services or Designee.

QUALIFICATIONS:

1. Bachelor’s degree preferred. College coursework in accounting, business administration, or communications preferred.
2. Minimum of three (3) years of progressively responsible experience in a similar or equivalent position, preferably within a school district or educational business office.
3. Demonstrated proficiency in Microsoft Office applications, including Word and Excel.
4. Ability to successfully pass the District Technology Test.
5. Knowledge of budgeting processes and preparation of payroll-related financial reports and statements.
6. Experience in a computerized accounting environment with working knowledge of modern payroll practices in the areas of payroll and SDS knowledge is a plus.
7. Demonstrated ability to effectively utilize automated payroll systems.
8. Ability to manage a high volume of payroll transactions accurately and meet required deadlines.
9. Thorough knowledge of Board policies, administrative regulations, and collective bargaining agreements as applicable to the position.
10. Ability to establish and maintain effective working relationships with staff and the public.
11. Ability to communicate clearly and effectively, both orally and in writing, on matters related to payroll functions.

LANGUAGE SKILLS:

Must have the ability to comprehend simple instructions, read correspondence and memoranda, and communicate effectively with all stakeholders.

POSITION GUIDE: Non-Certified Personnel

Full –Time 8 Hours (12) Twelve Months

Non - Bargaining

Non – Exempt

Starting Salary / Hourly Rate

PHYSICAL DEMANDS:

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. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; talk; or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and depth perception.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Usually, normal office working conditions. The noise level in the work environment is quiet to moderate.

Employees experience constant interruptions and inflexible deadlines. The noise level in this environment is quiet to moderate. Duties are performed primarily indoors and occasionally outdoors. In-

District and out-of-town travel are required as necessary for training and/or to carry out duties and responsibilities.

The information contained in this job description is in compliance with the Americans with Disabilities Act and is not an exhaustive list of the duties performed for this position. Additional duties performed by the individual holding this position may be assigned.