Payroll Specialist

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Payroll Specialist Position Details

The Payroll Specialist plays a critical role in ensuring accurate, timely, and confidential payroll processing for all employees of the Evansville Vanderburgh School Corporation (EVSC). This position is responsible for maintaining detailed payroll records, reconciling complex data, and supporting compliance with applicable laws, policies, and collective bargaining agreements. The Payroll Specialist serves as a key point of contact between payroll, human resources, and departmental leaders, providing exceptional customer service and technical expertise to ensure smooth payroll operations across the district.

Essential Duties and Responsibilities

• Administer the full biweekly payroll cycle, including data entry, review, and reconciliation, ensuring accuracy and adherence to deadlines.
• Review the master payroll record file for all employees, ensuring compliance with district, state, and federal requirements.
• Review, validate, and correct payroll discrepancies related to pay rates, deductions, stipends, and benefits.
• Process payroll changes for new hires, terminations, internal transfers, and leaves of absence.
• Prepare and balance payroll registers, reports, and journal entries for submission to accounting and finance teams.
• Ensure adherence to wage and hour laws, collective bargaining agreements, and district pay policies.
• Assist in preparing data for quarterly and annual tax filings, audits, and state/federal reporting.
• Educate and assist employees in understanding paycheck details, tax withholdings, deductions, and leave balances; investigate, analyze, and resolve payroll discrepancies to ensure accuracy and employee satisfaction.
• Maintain confidentiality of sensitive employee data in accordance with data privacy standards.
• Support internal and external audit requests by compiling and verifying payroll documentation.
• Serve as the primary contact for payroll inquiries, providing guidance on paycheck details, leave balances, deductions, and related concerns.
• Partner closely with Human Resources to align employee status changes, benefits, and position updates with payroll records.
• Coordinate with school and departmental administrators to resolve payroll discrepancies and educate staff on payroll procedures.
• Recommend process improvements and assist in implementing payroll technology or system updates to enhance efficiency and accuracy.
• Support special projects related to compensation, reporting, and system upgrades as assigned.
• Maintain regular attendance.

Job Specific Skills and Abilities

• Ability to operate office machinery, personal computers, and related software, including Microsoft and Google systems.
• Strong attention to detail and accuracy in reviewing numerical data and documentation.
• Ability to communicate clearly and concisely both in oral and written form.
• Ability to analyze discrepancies, identify root causes, and recommend corrective actions.
• Working knowledge of accounting principles related to payroll.
• Ability to perform duties with awareness of and compliance with related corporation policies and state requirements.

Essential Skills and Abilities

• Work collaboratively with EVSC employees, vendors, and community partners in a teamwork-driven environment.
• Strive to be innovative in continuously improving processes for district-wide success.
• Provide excellent service in all forms of communication with a results-oriented customer-driven focus.
• Successful in working effectively and efficiently in a high pressure, time-sensitive environment.
• Ability to internally motivate, think critically, and initiate strategic improvement.
• Exude a positive and dependable work ethic.
• Highly organized with attention to detail.

Qualification Requirements

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.

• High school diploma or general education degree (GED) and one to three years related experience and/or training, accounting experience preferred, proficient with Excel and other Microsoft Office programs required; or equivalent combination of education and experience as determined by the board of school trustees.
• Ability to read and comprehend correspondence, memos, instructions, and documents, such as safety rules and procedural manuals.
• Ability to write reports and correspondence clearly and concisely and using correct grammar, spelling, and punctuation.
• Ability to speak effectively with correct grammar with individuals.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, and/or diagram form.
• Ability to deal with problems involving a variety of concrete variables in situations where only limited standardization exists.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is almost continuously required to sit.
• The employee must be able to see and read close work such as typed or handwritten material and have good depth perception.
• The employee must be able to hear conversation and to communicate through speech.
• The employee is occasionally required to climb, balance, stoop, kneel, crouch, and crawl.
• The employee is regularly required to perform the same hand, arm, and/or finger motion many times.
• The employee must occasionally lift or move up to 50 pounds.
• The employee must be able to push items of 50 pounds or more, such as pushing materials on a cart.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level may vary depending upon the daily activities within the work environment, such as the number of people in the office. The work environment is frequently interrupted as the employee must meet multiple demands from many people. The employee must constantly work to meet deadlines. On occasion, the employee may work irregular and/or extended hours.

Questions Regarding This Opportunity? If you have any questions, please e-mail Katie Johnson at View email address on click.appcast.io. You will receive a response within 24-48 hours.