Payroll Clerk (2026-2027)

POSITION: PAYROLL CLERK

POSITION GUIDE: Non Certified Personnel

Full Time 8 Hours (12) Twelve Months

Non - Bargaining

Non - Exempt

POSITION SUMMARY:

Responsible for payroll transactions and assists with completion of payroll related duties for the school district.

REPORTS TO: Assistant Superintendent for Business and Financial Services

Director of Finance

QUALIFICATIONS:

1. High school diploma or equivalent required. Associate degree or higher in Accounting Business Management etc. preferred.
2. College course work in accounting business methods and communication preferred.
3. Minimum of (3) three years experience in a similar position.
4. Computer/Word Processing experience required:

• Can demonstrate advanced skills in Windows and file management.
• Proficient in MS Word ACCESS PowerPoint Google Suite and Excel.
• Internet and desktop publishing skills.
• Advanced skills in typing formatting proofreading editing and text composition.
• Must pass District Technology Test.

1. Knowledge of budgeting and preparing payroll related financial reports and statements.
2. Experience in computerized accounting environment and knowledge of modern business practices in the area of payroll SDS knowledge a plus.
3. Ability to effectively utilize an automated payroll system.
4. Demonstrated ability to manage a high volume of transactions to meet required deadlines.
5. Thorough knowledge of Board policies and collective bargaining agreements as applicable to the position.
6. Ability to work with fellow employees and meet the public in a pleasant composed manner and to speak clearly and effectively on matters related to the payroll function.

The information contained in this job description is in compliance with the Americans with Disabilities Act and is not an exhaustive list of the duties performed for this position. Additional duties performed by the individual holding this position may be assigned.

LANGUAGE SKILLS:

Must have the ability to comprehend simple instructions read correspondence and memoranda and communicate effectively with all stakeholders.

RESPONSIBILITIES:

1. Extract necessary data from time sheets stipend / extra-duty pay and overtime slips. Accurately input data into payroll software and verify output.
2. Process changes such as new employees terminations and rate changes required per contract year or Board directive. Update information to payroll master accurately.
3. Prepare paychecks direct deposit vouchers reports and reconciliations for the payroll process. Distribute and mail paychecks and supplementary vendor checks. Submit direct deposit batch to the bank.
4. Prepare Payroll Summary of account distributions for Board Report.
5. Assist with maintenance of subsidiary controls records and reports on payroll deductions.
6. Assist with disbursement of payments for federal and state taxes FICA retirement and voluntary deductions such as Credit Union TSAs union dues garnishments etc.
7. Assist with preparation of monthly quarterly and annual state and federal reports for IMRF TRS federal and state taxes Social Security and Medicare.
8. Prepare and distribute schools time sheets.
9. Maintain attendance records for sick leave vacation and personal leave communicate accrued time accurately to employees.
10. Calculate pro-rated salaries and benefit time.
11. Keep abreast of changes in retirement systems and governmental withholdings laws.
12. Assist with reconciliation and preparation of State and Federal Quarterly 941 and W-2 tax forms.
13. Answer and service calls applicable to the areas of assigned responsibility including payroll data for verification of employment as well as unemployment claim inquiries.
14. Perform Payroll Coordinator duties in the event of his/her an absence.
15. Willingness to continue education and skills for the position.
16. Perform any additional duties assigned by the Assistant Superintendent for Business and Financial Services or Designee.

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. While performing the duties of this job the employee is frequently required to sit; use hands to finger handle or feel; talk; or hear. The employee is occasionally required to stand; walk and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision distance vision and depth perception.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Usually normal office working conditions. The noise level in the work environment is quiet to moderate.

Employee experiences constant interruptions and inflexible deadlines. The noise level in this environment is quiet to moderate. Duties are performed primarily indoors and occasionally -district and out-of-town travel required as necessary for training and/or to carry out duties and responsibilities.

ACKNOWLEDGMENT:

I have received a copy of this job description. It has been discussed with me and I have freely chosen to comply with the performance and behavior/conduct expectations contained herein.

Required Experience:

IC