Payroll Specialist

Payroll Specialist

Wage/Hour Status: Nonexempt

Reports to: Benefits & Payroll Manager, HR Director

Dept./School: HR/Business Services

Date Revised: 4/21/26

Primary Purpose:

Prepare payroll for the district, including related reports and deposits. Work under close supervision to ensure accurate and timely preparation of payroll records by following prescribed procedures and regulations.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of basic accounting procedures

Ability to maintain accurate and auditable records

Proficiency in use of personal computer and software to create spreadsheets, databases, and do word processing

Proficiency in keyboarding and file maintenance

Ability to work with numbers in accurate and rapid manner to meet established deadlines

Ability to communicate effectively

Experience:

Two years payroll accounting experience

Payroll processing in Skyward preferred

Major Responsibilities and Duties:

Accounting/Payroll:

1. Prepare accurate district payroll for distribution to employees following established procedures.
2. Receive and audit time sheets for all district employees. Create Payroll Worksheets, verify timesheets are correct and contact employees to make corrections Calculate employee wages, salaries, hours worked, overtime pay, and determine withholdings, deductions, and net pay.
3. Balance payroll earnings and deductions; initiate related transfers of funds and deposits and post corresponding journal entries.
4. Maintain district payroll registers, employee payroll information, and other original documentation in an orderly and accurate manner in accordance with state, federal, and district requirements.

Data Entry

1. Prepare/post and/or verify all payroll changes including payroll deductions, salary changes, termination, & new hire information.
2. Enter, review, reconcile, and balance payroll deductions for employee elected charges such as Tadpole, lost items, professional memberships, etc.
3. Authorize and/or create monthly payments to insurance companies and other vendors for the purpose of ensuring accurate and timely payment.
4. Reviews substitute system reports to ensure that all employee absences are posted against the time off records.

Records and Reports

1. Compile, maintain, and file physical and computerized reports, records, and other documents as required including maintaining payroll and related files such as payroll records, absent-from-duty reports, and service records.
2. Prepare and submit payroll reports, forms, and payments including those required by IRS, Child Support agencies, TWC, TRS, Federal Insurance Contributors' Act (FICA), Medicare, Texas New Hire Reporting, and Workers' Compensation Commission.
3. Process all long-term absences according to established guidelines including determining eligibility for various leave programs (e.g., family medical leave and temporary disability leave) and providing employees with appropriate and timely notice.

Other

1. Backup for Benefits Leave Specialist assignments.
2. Create and maintain DOCK letters. Track and process necessary docks for both semimonthly & monthly payrolls for non-long-term absences.
3. Work cooperatively with human resource department, principals, department heads, campus and department secretaries, and employees to ensure accuracy of information reported. Resolve payroll problems and inquiries.
4. Counsel with employees and supervisors concerning leave benefits and provide employees with accurate information related to absences such as payroll deduction, medical certification requirements, return-to-work dates, and fitness-for-duty requirements.
5. Respond to requests from financial institutions regarding verification of employment.
6. Assist in training of supervisors, secretaries, and nonexempt staff on timesheets and time off.
7. Participate in workshops, conference, etc. as required for the purpose of conveying and/or gathering information required to perform job functions
8. Provide customer service to stakeholders within the district
9. Maintain confidentiality of information.
10. Follow district safety protocols and emergency procedures.
11. Other duties as assigned by the Benefits & Payroll Manager and CFO.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment, including computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Frequent repetitive hand motions; frequent keyboarding and use of mouse

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: Work is performed in an office setting; may require occasional irregular and/or prolonged hours

Mental Demands: Maintain emotional control under stress; work with frequent interruptions

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.