PAYROLL SPECIALIST

Payroll Specialist

The Payroll Specialist is responsible for the accurate and timely processing of all district payroll functions for certified, non-certified, and hourly employees across the three high schools and the district office. This position ensures compliance with federal and state regulations, Board policies, collective bargaining agreements, and internal controls. Responsibilities include preparing and auditing payrolls, processing adjustments, maintaining payroll records, managing employee deductions and benefits entries, and responding to payroll-related inquiries from employees, administrators, and external partners. Work involves both electronic and paper recordkeeping and requires a high level of confidentiality, accuracy, and attention to detail.

Reports To and Evaluated By Assistant Superintendent for Business. Performance will be evaluated annually by the Assistant Superintendent for Business in accordance with District 207's support staff evaluation procedures and aligned to district priorities.

Certification and Qualifications High school diploma or equivalent required; coursework or certification in accounting, payroll administration, business, or finance preferred. Experience in payroll processing, accounting, human resources, or school-based payroll strongly preferred. Proficiency with payroll system; experience with Skyward Q, or similar platforms preferred. Strong mathematical, analytical, and computational skills with the ability to verify and interpret payroll and employment data. Exceptional accuracy, attention to detail, and organizational skills. Ability to maintain strict confidentiality and handle sensitive personnel and compensation information with discretion. Strong understanding of wage/hour laws, deductions, retirement systems (TRS/IMRF), and payroll regulatory requirements preferred. Understanding of 403(b), 457 and TRS SSP programs. Excellent interpersonal and written/verbal communication skills. Demonstrated ability to meet strict deadlines, manage multiple tasks, and adapt to changing requirements. Ability to work efficiently, independently, and collaboratively in a fast-paced environment. Commitment to maintaining professional competence through ongoing training. Other qualifications as the Board of Education or Administration may establish.

Professional Expectations Demonstrate integrity, professionalism, and confidentiality in all payroll and administrative activities. Maintain punctual and regular attendance and meet all established payroll deadlines. Provide courteous, timely, and solutions-focused support to administrators, staff, and vendors. Exhibit accuracy, accountability, and consistency in completing payroll processing and related reports. Maintain organized, compliant, and up-to-date electronic and paper payroll records. Communicate clearly, respectfully, and professionally, including when handling sensitive situations related to compensation or employment status. Demonstrate flexibility and adaptability in response to changes in regulations, systems, or district needs. Collaborate effectively with colleagues in Human Resources, Business Services, and building-level offices. Seek opportunities to improve processes, strengthen internal controls, and enhance efficiency. Participate in ongoing professional learning related to payroll, accounting, HR systems, and relevant laws. Represent the Business Office and District 207 with professionalism and responsiveness in all interactions.

Duties and Responsibilities It is expected that the candidate will present a record of successful experiences that demonstrate outstanding leadership and performance. The candidate will demonstrate successful experience and competence in the following responsibilities: Payroll Processing Prepare, process, and audit bimonthly payrolls for all employee groups. Verify time sheets, attendance records, overtime, stipends, lane/step changes, and other compensation-related entries. Calculate and process pay adjustments, retroactive pay, dock days, and supplemental pay. Ensure accurate processing of deductions (taxes, insurance, retirement, garnishments, union dues, etc.). Maintain accurate payroll records and employee payroll files. Compliance & Reporting Ensure payroll compliance with federal/state laws, TRS/IMRF regulations, FLSA, collective bargaining agreements, and district policies. Prepare TRS, IMRF, 941s, TRS Gemini, unemployment, workers' compensation, and other required payroll-related reports. Support annual audit requests and provide documentation as needed. Monitor changes in payroll regulations and assist with implementing required updates. Employee Support & Collaboration Respond to payroll inquiries from employees, administrators, and supervisors in a timely and professional manner. Collaborate with Human Resources on onboarding, employment changes, dock days, leaves, stipends, lane changes, and benefit deductions. Support Business Office functions and provide backup to related roles when needed. Recordkeeping & Systems Management Maintain accurate records of payroll adjustments, accruals, taxes, deductions, and year-end documentation. Process W-2 and TRS annual processes. Ensure data integrity in all payroll and financial systems. Identify and report discrepancies, irregularities, or potential issues to the Director of Fiscal Services. General Responsibilities Serve as a collaborative member of the Business Office. Perform other duties as assigned by the Director of Fiscal Services or the Assistant Superintendent for Business.

Skills to Support These Responsibilities, including but not limited to Integrity & Confidentiality: Maintains confidentiality and handles sensitive payroll and personnel information with discretion. Professionalism & Reliability: Demonstrates punctuality, regular attendance, and professional conduct. Communication & Interpersonal Skills: Communicates clearly and professionally with staff, administrators, and external agencies. Organization & Attention to Detail: Manages multiple payroll cycles, meets deadlines, and maintains accuracy in all functions. Technical Proficiency: Intermediate proficiency in Google Workspace, Microsoft Office (Excel required), and enterprise payroll systems. Problem Solving & Initiative: Identifies issues, researches solutions, and takes initiative to ensure accuracy and compliance. Work Ethic & Efficiency: Provides consistent, high-quality work with a focus on timeliness and accountability. Adaptability & Continuous Improvement: Adapts to changes in regulations, systems, and procedures. Customer Service Orientation: Provides professional, respectful, and supportive assistance to employees and supervisors.

Working Conditions/Environment/Physical Requirements Work Environment: Work is performed primarily in an office setting with extended periods of sitting and computer use. Exposure to video display terminals occurs regularly. The position requires collaboration with staff, vendors, and administrators in a dynamic work environment. Physical Requirements: The position requires the ability to sit or stand for extended periods, operate standard office equipment, and occasionally lift or move boxes or materials weighing up to 25 pounds. Visual and auditory acuity sufficient to review documents, reconcile accounts, and communicate effectively is required. Flexibility & Availability: Regular working hours are Monday - Friday, 7:30 a.m.- 4:00 p.m., with occasional extended hours as needed during fiscal closeout, audit, or reporting periods. Professional Commitment: The employee is expected to demonstrate reliability, professionalism, and responsiveness at all times. Consistent attendance, adherence to deadlines, and maintenance of confidentiality are essential to success in this position.

Salary and Benefits 12-month (260 paid days) Start Date: July 1, 2026 Competitive salary and benefits package IMRF Position 10 days paid vacation 17 paid holidays 14 sick days Medical & dental insurance Paid term life insurance policy equal to annual base salary The base salary shall range from $80,000 to $90,000 FLSA Status Non-Exempt Schedule Monday - Friday 7:30 a.m. - 4:00 p.m.