Payroll Specialist

Job Description

Job Description

Payroll Specialist 

Reports To:                 Chief Financial Officer

Work Schedule:          12 Months - 250 Day Contract (School Holiday Schedule)

Salary:                         Commensurate with Experience

FLSA Status:                Exempt

Position Overview :

The division’s Payroll Specialist supports payroll and benefits for Sussex County Public Schools (SCPS) a small rural district with 3 schools in Sussex County, Virginia.  The Payroll Specialist is supported as a member of the finance department by the Chief Financial Officer, an Assistant Director of Finance & Federal Programs, and the Accounts Payable Specialist. The Payroll Specialist is responsible for processing and managing payroll functions to ensure accurate and timely payment of salaries and wages to all school district employees.   Key duties typically include:

• Payroll Processing : Prepare and process regular and supplemental payrolls for all staff (certified, classified, hourly, substitutes, etc.).
• Data Management : Maintain and update employee payroll records, including salary, deductions, leave balances, tax status, and direct deposit information.
• Compliance : Ensure payroll practices comply with federal, state, and local regulations, as well as district policies and collective bargaining agreements.
• Reporting : Prepare payroll reports for internal use, audits, and government filings (e.g., W-2s, quarterly tax reports).
• Benefits Coordination : Collaborate with HR and benefits departments to process deductions related to retirement plans, insurance, and other benefit programs.
• Problem Resolution : Address payroll-related inquiries, discrepancies, and issues from employees in a timely and professional manner.
• Auditing & Reconciliation : Regularly audit payroll records and reconcile payroll accounts with general ledger entries.
• System Maintenance : Utilize payroll software systems; assist with upgrades, testing, and troubleshooting.

Qualifications and Requirements:

• Bachelor’s degree or comparable experience in accounting and finance.
• A minimum of five years of successful experience in financial operations with a preference of at least one year of financial supervisory experience. Governmental accounting experience at the school district locality level preferred.
• Specialized knowledge of payroll and accounts payable accounting; considerable knowledge of state and federal regulations and guidelines concerning public personnel, payroll and accounts payable accounting.
• Considerable knowledge of electronic data processing and month-end and year-end closing and reconciliation activities.
• Demonstrated ability to work independently, supervise staff and work with others in the organization.
• Demonstrated knowledge of payroll integration to the general ledger.

Essential Duties and Responsibilities :

• Process semi-monthly payroll accurately, including wages, overtime, deductions, and garnishments for approximately 250+ employees.
• Maintain strict confidentiality of employee records and sensitive information.
• Reconciliation and payment of monthly insurance invoices and work with vendors to resolve discrepancies.
• Update employee records for new hires, terminations, deductions, bonuses, and salary changes.
• Assist employees approaching retirement with completing VRS retirement applications.
• Administer VRS retirement plans (Plan 1, Plan 2, and Hybrid Plan), including:
  • Enrolling new employees in the appropriate VRS plan.
  • Submitting required contributions and reports through the VRS employer portal.
  • Assisting employees with retirement benefit inquiries, service credit, and purchase of prior service.
• Prepare payroll, benefits, and retirement reports for management and auditors.
• Respond to employee inquiries regarding payroll discrepancies, benefit eligibility, and retirement options.
• Manage the preparation and processing of W-2’s
• Collaborate with Human Resources to coordinate benefits enrollment, open enrollment and change in coverage.
• Reconciliation and payment of monthly insurance invoices and work with vendors to resolve discrepancies.
• Update employee records for new hires, terminations, deductions, bonuses, and salary changes.
• Assist employees approaching retirement with completing VRS retirement applications.
• Process retiree enrollment, continuation, or termination of health insurance benefits.
• Coordinate payroll system with updated federal/state regulations and VRS health insurance rates.
• Act as liaison between retirees and health plan providers to resolve coverage, billing, or eligibility issues.
• Provide month-end reports to cost center managers, federal programs and board clerk.
• Process Hybrid Plan employees’ semi-monthly contributions.
• Provide Pay schedule dates for the school division.
• Maintain the district’s sick and annual leave reporting system.
• Ensure compliance with state and federal laws and regulations.
• 941’s and ACA (Affordable Care Act) processing.
• Assume responsibility for the direct maintenance and management of the district’s payroll system, including benefits administration and VRS reporting requirements.
• Provide management and supervision of all general ledger accounting functions including all daily processing and month-end and year-end closing activities.
• Manage the preparation and processing of W-2’s.
• Maintain close coordination with the county Treasurer’s office to process and reconcile payroll.
• Maintain proper accounting records and balances.
• Keep abreast of federal and state legislation that can affect payroll, healthcare, pre-tax and flexible spending accounts.
• Ensure compliance with state and federal laws and regulations.
• Perform other duties and assume such responsibilities of special projects as directed by the Director of Finance and Operations.
• Enter journal entries into the ERP system.

Work Environment:

This is a full-time, on-site administrative position located at the central office. The role requires occasional travel to schools and external meetings.

Physical Requirements:

Demonstrate overall good health.  Demonstrate ability to communicate in a clear, concise manner with others.

Evaluation :

Performance of this job will be evaluated in accordance with provisions of the Sussex County School Board’s policy on Evaluation of Certified Personnel.      

An Equal Opportunity Employer

The Sussex County School Board is an equal opportunity employer; as such, it does not discriminate on the basis of race, color, national origin, age, religion, political affiliation, handicapping condition, or sex in its educational programs or employment.  No person shall be denied employment solely because of any impairment which is unrelated to the ability to engage in activities involved in the position or program to which application has been made.