Payroll Specialist

Position Type:
Secretarial/Clerical/Payroll

Date Posted:
5/5/2026

Location:
District Office

Date Available:
07/01/2026

Closing Date:
06/05/2026
Position Title: Payroll Specialist

Reports To: Human Resources Director

Pay: $27.81-$42.02 DOE

Full Time

FLSA Status : Non-Exempt

Position Summary

Oversees the payroll function, ensuring accurate and timely compensation for all employees by managing payroll systems and ensuring compliance with all federal and state laws and regulations. This position works closely with Human Resources and Finance to process payroll, maintain records, resolve discrepancies, and support financial accuracy across the district.

This role also provides limited support to the Business Office, including assisting with bank account reconciliations and handling deposits, as assigned.

Critical Roles and Responsibilities

(May include, but are not limited to the following)

Payroll Processing & Administration

• Process payroll for all employees accurately and on scheduled timelines (roughly 300+ employees per month)
• Maintain and manage payroll systems, including:
  • Deductions and benefits
  • Leave balances and time off
  • Timekeeping and absence tracking
  • Substitute tracking
• Ensure employee payroll records are accurate and up to date
• Review payroll for errors and resolve discrepancies prior to processing

Compliance & Reporting

• Ensure compliance with all payroll-related laws and regulations
• Submit required reports and payments, including:
  • Monthly PERSI reports (within 5 days of payroll)
  • Monthly insurance reports (by the 5th of each month)
  • Federal and state quarterly tax reports
• Process and distribute:
  • W-2 forms
  • 1095 forms
• Maintain payroll records in accordance with retention and audit requirements

Financial Coordination & Reconciliation

• Reconcile and process payments for payroll-related vendors (benefits, retirement, taxes, etc.)
• Work with the Business Manager to ensure employees are paid from correct funding sources
• Assist with monthly reconciliation of payroll-related bank accounts
• Prepare and/or deliver bank deposits, including cash receipts, as needed
• Support audit requests and provide payroll documentation as required

Communication & Support

• Respond to employee payroll questions in a timely and professional manner
• Coordinate with HR on new hires, terminations, and employee changes
• Work with supervisors and administrative staff to ensure accurate timekeeping and approvals
• Assist Human Resources with onboarding and employee changes, including entering payroll data, verifying required documentation, and ensuring timely and accurate setup in payroll and benefit systems.

Board & Administrative Support

• Prepare and submit monthly payroll reports to the School Board
• Provide payroll-related information to the Superintendent, HR Director, and Business Office
• Support district operations through collaboration and cross-functional assistance

Core Competencies

• High level of accuracy and attention to detail
• Ability to manage confidential information with discretion
• Strong organizational and time management skills
• Ability to meet strict deadlines and manage multiple priorities
• Problem-solving and critical thinking skills
• Effective communication and customer service skills
• Strong technology skills, including the ability to learn and effectively use payroll, HR, and financial systems, maintain electronic records, and utilize spreadsheets and reporting tools
• Demonstrated proficiency in payroll and HRIS systems, with intermediate Excel skills (e.g., formulas, data validation, and basic reporting); ability to quickly learn and adapt to new technology systems.

Work Environment & Expectations

• Maintains strict confidentiality of employee and financial information
• Adheres to established internal controls and financial procedures
• Demonstrates flexibility to meet payroll deadlines and reporting timelines
• Provides support to both HR and Finance functions as needed

Evaluation

• Evaluated by: Human Resources Director

Qualifications

• Bachelor's degree in Accounting, Business, Finance, Human Resources, or a related field and/or equivalent combination of education and relevant work experience
• Prior experience in payroll processing, accounting, or financial operations preferred
• Experience working with payroll or HRIS systems (e.g., Skyward) preferred
• Intermediate proficiency in Microsoft Excel (e.g., formulas, data organization, and basic reporting)
• Strong technology skills, including the ability to learn and effectively use payroll, HRIS, excel, and financial systems
• Knowledge of payroll laws, tax reporting, and benefit deductions preferred
• Ability to maintain strict confidentiality and handle sensitive information with discretion
• Strong attention to detail, accuracy, and organizational skills
• Ability to meet deadlines and manage multiple priorities in a fast-paced environment
• Strong communication and customer service skills

Physical Demands & Work Environment

• Work is performed primarily in an office environment
• Requires prolonged periods of sitting, working at a computer, and viewing screens
• Occasional standing, walking, bending, and reaching
• May occasionally lift and carry items up to 20 pounds (e.g., files, boxes, payroll materials)
• Requires sufficient manual dexterity to operate standard office equipment