Payroll and HR Specialist

Department: Business and Finance
Reports To: Chief Financial Officer

Work Days: 260 Days
FLSA Status: Exempt (Classified)

Position Summary

The Payroll and HR Specialist is responsible for administering district payroll, employee benefits, and human resources support functions. This position ensures employees are paid accurately and on schedule while maintaining compliance with federal, state, and district policies and regulations. The Payroll and HR Specialist also supports employee lifecycle processes, maintains confidential personnel records, and provides exceptional customer service to district employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Payroll Administration

• Process monthly payroll for all district employees in an accurate and timely manner.
• Review and verify employee timesheets, leave balances, payroll adjustments, and exception reports.
• Calculate salaries, stipends, overtime, supplemental pay, and other compensation.
• Process direct deposits, payroll deductions, garnishments, and voluntary withholdings.
• Prepare payroll tax reports and required federal, state, and local filings.
• Reconcile payroll reports, deductions, and general ledger accounts as assigned.
• Maintain accurate payroll records and supporting documentation.
• Coordinate payroll processing with the Business and Finance Department.
• Respond to employee inquiries regarding payroll, deductions, taxes, and leave balances.
• Assist with year-end payroll processing, including W-2 preparation and reporting.

Employee Benefits Administration

• Administer the District's employee benefit programs, including medical, dental, vision, life, disability, Flexible Spending Accounts (FSA), Health Savings Accounts (HSA), and retirement plans.
• Coordinate the annual open enrollment process, prepare enrollment materials, conduct employee information sessions, and assist employees in understanding available benefit options.
• Process new enrollments, qualifying life event changes, benefit terminations, and COBRA notifications in accordance with applicable regulations.
• Serve as the primary liaison between employees, insurance carriers, third-party administrators, retirement providers, and benefit vendors.
• Maintain accurate employee benefit records and ensure timely payroll deductions for benefit elections.
• Reconcile monthly benefit invoices with payroll deductions and coordinate payments with the Business and Finance Department.
• Administer retirement reporting and coordinate employee participation in the Colorado Public Employees' Retirement Association (PERA) and other voluntary retirement plans.
• Ensure compliance with applicable federal and state laws, including the Affordable Care Act (ACA), COBRA, HIPAA, FMLA, and other employment-related regulations.
• Coordinate employee benefit administration during leaves of absence, including FMLA, workers' compensation, and other protected leave programs.
• Prepare required benefit, compliance, and audit reports.
• Research benefit-related issues, recommend process improvements, and assist in evaluating benefit programs to ensure competitive and cost-effective offerings.

Human Resources

• Maintain confidential employee personnel files and HR records.
• Coordinate onboarding activities, including new hire paperwork, employment verification, and orientation support.
• Process personnel actions, including employment status changes, salary adjustments, transfers, promotions, and separations.
• Support employee benefit enrollment and changes throughout the year.
• Maintain employee certification, licensure, and required compliance records.
• Assist with recruitment activities, including job postings, applicant tracking, interview coordination, and hiring documentation.
• Support compliance with district policies, employment laws, and record retention requirements.
• Assist with HR reporting, audits, and special projects as assigned.

Customer Service

• Serve as a knowledgeable resource for employees regarding payroll, benefits, leave, and HR policies.
• Maintain strict confidentiality of employee information and personnel records.
• Collaborate effectively with district administrators, supervisors, and department staff.
• Provide professional, responsive, and courteous customer service to employees and stakeholders.

Qualifications

Required

• High school diploma or GED.
• Minimum of three (3) years of payroll, human resources, or benefits administration experience.
• Proficiency with Microsoft Office applications, particularly Excel and Word.
• Strong organizational, analytical, and communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to manage multiple priorities and meet strict deadlines.

Preferred

• Associate's or Bachelor's degree in Accounting, Business Administration, Human Resources, Finance, or a related field.
• Experience with school district payroll systems or public-sector payroll.
• Experience administering employee benefit programs.
• Knowledge of Colorado PERA reporting requirements.
• Experience with payroll software systems.
• Bi-lingual in English/Spanish

Knowledge, Skills, and Abilities

• Knowledge of payroll processing, payroll tax regulations, and wage and hour laws.
• Knowledge of employee benefits administration and applicable employment laws.
• Knowledge of federal and state compliance requirements, including ACA, COBRA, FMLA, HIPAA, and PERA reporting.
• Strong attention to detail and accuracy in data entry and financial recordkeeping.
• Excellent organizational, time management, and problem-solving skills.
• Strong interpersonal, written, and verbal communication skills.
• Ability to maintain confidential information and exercise discretion.
• Ability to work independently while contributing effectively as a member of a collaborative team.
• Proficiency with payroll and Microsoft Office software.

Physical Requirements

• Prolonged periods of sitting while working at a computer.
• Frequent use of standard office equipment, including computers, printers, and telephones.
• Occasionally lift and carry materials weighing up to 20 pounds.
• Ability to communicate effectively in person, by telephone, and through electronic communication.

Work Environment

• Office environment within the District Administration Building.
• Standard Monday through Friday work schedule.
• Additional hours may be required during payroll processing periods, fiscal year-end activities, open enrollment, audits, or other peak operational periods.

Clearance:
Must clear online background check and FBI Fingerprint check through Colorado Bureau of Investigation.


Salary:
Initial salary placement on Class 2 of the Classified Staff Salary Schedule and is $67,710.49 - $82,117.20 based upon previous related experience.


Please note: This is an at-will position with the Sheridan School District. The annual salary for this position will be determined by the number of hours scheduled to work each day and number of days scheduled to work each year. The computed annual salary will be spread out in equal payments over 12 months. Sheridan School District employees are paid once a month on the last working day of the month that is not a weekend day or holiday.

Benefits:
Employees who are scheduled to work 30 or more hours per week are eligible to obtain district health benefits which include medical, dental, vision, life and disability insurance and supplemental benefits. Positions that qualify for health benefits also qualify for leave which could include vacation and daily leave to be determined by the position and number of days assigned. Sheridan School District No. 2 is a public employer and participates in the Colorado Public Employees' Retirement Association (PERA). All employees are required by state statute to contribute 11% of salary on a pre-tax basis to PERA and the District contributes 21% in addition to employee contribution.

Application Instructions:
All interested and qualified applicants must complete an online application at Incomplete applications and resumes received in lieu of applications will not be considered. Selected applicants will be contacted for an interview. This position will close once the vacancy has been filled.