Accounting and Payroll Specialist

Job Description

Job Description

The Organization

For over 55 years, Urban Community School (UCS) has served Cleveland's children by providing an individualized, innovative, and challenging education. Rooted in the Ursuline Sisters' tradition of faith, character, and educational excellence, UCS engages our faculty, families, and community partners in the successful whole child development of students. Serving nearly 800 children from 6 weeks old through 8th grade, the school uses restorative practices and conscious discipline to foster growth and community. Accredited by the Independent School Association of the Central States (ISACS), UCS enrolls a student body in which seventy-six percent of families are economically disadvantaged.

Our growing 15-acre campus in the Ohio City neighborhood is home to a vibrant mix of facilities and partners. The Roundstone Athletic Center features the Glick Family Fieldhouse and the Greater Cleveland Sports Hall of Fame and Museum. The campus also hosts The MetroHealth System, House of Champions, Urban Squash Cleveland, USA Lacrosse, Re:Source Cleveland, and Facing History and Ourselves. Outdoor spaces include Doyle Field, a new Little League field, along with a sports mini-pitch, lacrosse field, basketball court, three playgrounds, and learning garden.

UCS is a recipient of the 2026 and 2022 Top Workplace Award from The Plain Dealer, which is based solely on employee feedback. UCS has also been recognized as one of Cleveland's City Champions by The Plain Dealer, a National Green Ribbon School for Environmental Practices and Learning Model, and a School of Excellence by the Cleveland Foundation and The George Gund Foundation.

The Position

The Accounting and Payroll Specialist ensures that all UCS employees are paid accurately and on time, and that benefit programs are administered with care and precision. This role manages payroll processing, benefits deductions, and employee data maintenance in partnership with Human Resources and Finance team members.

The Accounting and Payroll Specialist supports a positive employee experience by balancing accuracy and compliance with responsiveness and service. As a member of the Finance team, this role provides support for accounts receivable processes and donation accounting activities.

Responsibilities

Payroll and Benefits Administration

• Process bi-weekly payroll for all employees using Paycor, ensuring accuracy and timeliness.
• Review timesheets, salary changes, and pay adjustments for completeness and appropriate authorization.
• Calculate and process deductions including benefits, garnishments, and taxes.
• Reconcile payroll data between HRIS and accounting systems.
• Maintain payroll records in compliance with federal, state, and local requirements.
• Administer employee benefits in HRIS and carrier systems, including all enrollment changes.
• Coordinate with HR on benefit plan updates, open enrollment, and employee communications.
• Maintain accurate records and documentation for all benefit programs.
• Conducts onboarding & off-boarding of benefits with all employees in each system.

Accounts Receivable and Donations Accounting

• Assist with all bank deposits and general ledger accounting for school revenue, including tuition payments, government funding.
• Processes vouchers including those from the Cleveland Department of Education, Peterson, and EdChoice.
• Weekly tracking and posting of tuition, registration, sports, aftercare, lunch, and other income revenues for the school from various merchant payment platforms (Square, Stripe, MySchoolBucks, and UCS Benefit site).
• Coordinate reporting and reconciliation of donations to Blackbaud/NXT system of record.
• Manage membership and other ancillary invoicing streams for the school.

Compliance and Reporting

• Prepare payroll reports for internal and external use (benefit invoices, retirement contributions, audits, etc.).
• Ensure compliance with wage and hour laws, payroll tax regulations, and benefit plan requirements.
• Partner with HR and Finance on annual reporting (W-2, 1095-C, 401(k) audit, etc.).
• Provide support to the Finance manager during the year end US GAAP financial statement and 401k audits

Cross-Department Collaboration

• Coordinate with HR to maintain current employee data.
• Support Finance Manager with monthly reconciliations, budget, and year-end reporting.
• Provide exceptional service to UCS employees and maintain confidentiality of sensitive information.
• Ability to maintain confidentiality and accuracy under deadlines.

Competencies

• Commitment to Mission : Demonstrates a strong passion for and alignment with the mission of Urban Community School (UCS), actively incorporating the organization's values into daily work and decision-making.
• Detail Orientation & Accuracy : Maintains error-free payroll and benefits data.
• Customer Service Orientation : Provides high-quality, confidential support to employees.
• Adaptability & Growth Mindset : Adjusts quickly to changing regulations, systems, and processes.
• Technical/Finance Skills : Applies understanding of payroll, tax, and benefits systems.

Education, Experience, and Requirements

• Bachelor's degree in accounting, finance, or related field required
• Certification in payroll administration (FPC or CPP strongly preferred)
• Minimum 3-5 years of experience processing payroll and administering benefits
• Expertise in Microsoft Office Suite (particularly Excel) required
• Expertise in Google Suite required
• Expertise using integrated payroll, benefit, and HRIS systems required
• Experience using general ledger software systems, Quickbooks a plus
• Knowledge of payroll tax compliance and benefit regulations
• Ability to maintain confidentiality and accuracy under deadlines

Physical Requirements and Work Environment

• Ability to remain seated for prolonged periods while performing computer-based tasks
• Regular use of computers, office equipment, and digital financial systems
• Ability to stand and move throughout multiple buildings across a 15-acre campus
• Occasional stair climbing within a two-story building; elevator access is available
• FBI/BCI background check required

Compensation and Benefits

• Salary commensurate with experience ($52,000 - $57,000 per year)
• 401(k) with a generous employer contribution and match
• Medical, dental and vision insurance
• Employer paid life insurance and AD&D
• Short and long term disability coverage
• 12 weeks of paid parental leave
• Tuition discount for students who attend UCS
• Educational assistance program (up to $2,000 per year)
• Casual work attire (denim and UCS spirit wear are welcomed)
• On-site fitness center for faculty and staff
• Financial and retirement advising at no cost to employees
• Opportunities for discounts on home, rental and auto-insurance

Additional Information

• Status: Full Time, Exempt, Regular
• Reports to (direct) : Finance Manager
• Reports to (indirect): Chief Financial Officer
• Hours & Schedule: 40 hours/week; scheduled year-round

Urban Community School is an Equal Opportunity Employer. Urban Community School provides equal employment opportunities to all employees and applicants for employment without regard to race, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state, and local laws. Urban Community School complies with applicable state and local laws governing nondiscrimination in employment.