Payroll Manager, Salem Public Schools, Salem MA [SY

Payroll Manager, Salem Public Schools, Salem MA [SY 2026-2027]Position: Payroll ManagerDepartment: School Business OfficeReports to: Assistant Superintendent of Finance & OperationsAffiliation: Non-unionSalary range: $80,000 - $90,000Supervises: Payroll AssistantWork Day/Year: 12-month employee, 40-hours per weekSalem Public Schools, where belonging leads to opportunity.Salem is a small, diverse city with a proud maritime and immigrant history. Salem Public Schools is an urban public school district enrolling nearly 4,000 students across our 10 schools. Our vision is to ensure that all students will be locally engaged, globally connected, and fully prepared to thrive in a diverse and changing world. We hold dear our core values of belonging, equity, and opportunity in everything we do. Over the next three years (2023-2026), we are committed to the work outlined by the four core priorities in our strategic plan: 1) Elevate Learning; 2) Empower Educators; 3) Center Belonging; and 4) Strengthen Our Foundation. We seek individuals who are passionate about urban education and understand the urgency of improving student achievement for all students, regardless of ability, economic status, gender/gender identity, language, race/ethnicity, sexual orientation, or other backgrounds. Applicants who have experience working in urban schools and settings and are bilingual are strongly encouraged to apply.Summary: The Payroll Manager ensures timely and accurate processing of the weekly and bi-weekly payroll for Salem Public Schools employees. Working closely with the City of Salem and the Assistant Superintendent of Finance & Operations on all payroll related issues, including onboarding staff, coordinating benefits, administering stipends and other pay, complying with all applicable laws, regulations, and policies and ensuring payroll and financial standards are met. In addition, the Payroll Manager monitors annual personnel spending, preparing reports and updating budget tools for school department, school and School Committee use. The Payroll Manager is privy to a substantial amount of confidential and sensitive information and must maintain confidentiality at all times.Essential Duties and Responsibilities: The essential functions or duties listed below are illustrations of the type of work that is performed and is not an exhaustive list of the duties performed by the person in this position. The omission of specific statements of duties does not exclude them from the position. Other duties may be assigned.Manage and administer district payroll to ensure that staff are paid accurately and in a timely manner, for both weekly and biweekly payrollsLead the implementation of a districtwide timesheet process and the online timekeeping for hourly wage employees. Verify time records, make appropriate correcting entries prior to processingReconcile payroll budget accounts to payroll; identify source of discrepancies and prepare correcting journal entries for approvalAssist with collective bargaining calculations related to pay, benefits and contract language - must maintain strict confidentialityAssist with tracking district staffing and turnoverAssist with development of annual compensation budget and regular reporting on status of compensation budgetMaintain employee data in payroll systemWork with Human Resources to ensure coordination of staff transactions which often includes confidential and sensitive information such as termination information, workers comp and medical information, personal and personnel issues and legal issuesDevelop annual pay schedules and distribute; communicate payroll information to staffSupervise the preparation of payroll deduction reports and submission in a timely manner and in accordance with legal and regulatory requirements (ex. 403b plans and mandatory retirement plans).Ensure compliance with payroll laws and regulationsMaintain salary data, prepare pro-rated salary calculations, retro-active pay calculations, and leave of absence salary calculationsAssist in development of policiesBe knowledgeable about and monitor compliance with federal labor laws including FMLALiaisons with municipal Finance office to coordinate and complete payroll-related transactions and share/receive information – some information may be sensitive and confidentialCalculate and apply wage garnishments – must maintain confidentialityRespond as required to wage/benefit court subpoenas, insurance affidavits, IRS, DOR, and other wage leviesCoordinate public records request with District Records OfficerPlan and manage payroll-related projectsAssist with preparation of Medicaid cost reportingAssist with preparation and submission of EPIMs ReportingUpdate pay records by reviewing and entering changes in exemptions, insurance deductions, and other data relative to individual employeesMaintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; benchmark state-of-the-art practices; participate in professional societiesOperate as the subject matter expert and escalation point to resolve issues and continuously look for improvements in operational processes and designs and implement initiativesTrain team members on new or enhanced operations, procedures and policiesCover for team members in back-up role for vacation and/or high-volume work effortsApprove and release manual off-cycle check paymentsImplement quality control measuresContribute to the preparation of the annual DESE End of Year Financial ReportProvides day to day instruction to school staff and department Administrative AssistantsEnsures that all newly hired staff receive a comprehensive onboarding relative to payroll and fringe benefits, as well as collective bargaining provisions and other relevant terms and conditions of employmentOther duties as may be assignedQualification 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. The Superintendent may waive or modify the qualification requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.You Are:A hard workerA curious learnerA skilled communicatorEager to learn!Required Knowledge, Skills & Abilities:Track record of successfully managing multiple projects and deadlinesEvidence of the highest commitment to detailSignificant customer service experience and problem resolution/de-escalation skillsStrong managerial skills and interpersonal skillsStrong organization and time management skillsAttention to detail, strong reconciliation skillsWillingness to learn MUNIS, Salem's financial management systemStrong written and verbal communication skills; appropriately communicates with all levels of customers from support staff to school and district administratorsAbility to adapt to changing environment and support multiple demands from internal and external partnersAbility to analyze/interpret data and take appropriate actionAbility & interest in training other team membersStrong technology, data management, mathematical, and analytical skills and abilitiesProficiency with technology applications including Google Suite, Excel, PowerPoint, bookkeeping software (e.g. QuickBooks, MUNIS, Budget Sense), and absence management software (e.g. Red Rover)Ability to develop and maintain positive relationships with all staff, accept responsibility for errors, and demonstrate empathy in interactions with challenging staffAdaptable, flexible, willing to embrace changePreferred but not required Knowledge, Skills & Abilities:Mastery of MUNIS, Salem's financial management systemExperience managing large payrollsDemonstrated knowledge of state and federal payroll, wage, and hour laws including but not limited to the Fair Labor Standards Act, Massachusetts Wage and Hour Act, and the Family and Medical Leave ActEducation/Experience :Associate's Degree in Business Administration, Accounting or Finance - preferred but not requiredThree or more years of relevant experience in payroll administration and/or management; five years as a Payroll Coordinator may be an acceptable substitute if the candidate demonstrates other management attributes and/or experience (school or municipal setting preferred but not required).APA credentials as Certified Payroll Professional or equivalent will be considered – may attain in first year of employmentPrior supervisory experience preferredPhysical 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.