Escambia County Schools

Position Title: Classified Supervisor - Payroll (Updated)

Reports To: Chief School Financial Officer (CSFO)

Work Schedule: 8 hours per day, 240 days/12 months

FLSA Status: Exempt

Position Overview

The Payroll Supervisor is responsible for overseeing and managing all payroll operations for Escambia County Schools to ensure timely, accurate, and compliant compensation of district employees. This role ensures full compliance with federal, state (including Alabama Retirement Systems requirements), and local regulations; oversees internal controls; and leads process improvements to support district-wide payroll modernization. Success in this position requires strong attention to detail, organizational skills, confidentiality, and the ability to adapt to evolving systems and processes.

Essential Duties and Responsibilities

• Supervise the preparation, processing, and distribution of the district’s payroll and supplemental payroll in compliance with federal, state, and local regulations as well as board policies.

• Assist or prepare monthly, quarterly, and annual reports for the state and federal government, school board, and system management. Examples include, but not limited to:

  • 941

  • W2

• Maintain and update pay schedules as required.

• Review and update records in the employee portal as requested.

• Oversee the maintenance of accurate payroll records, employee time/attendance, leave balances, salary schedules, and pay adjustments.

• Ensure accurate reporting and timely submission of payroll-related taxes, retirement contributions, and other required deductions.

• Provide training, guidance, and supervision to payroll staff/school personnel to maintain efficiency and accuracy.

• Develop and implement internal controls and procedures to safeguard payroll integrity and confidentiality. Use confidentiality regarding employment matters.

• Coordinate with Human Resources and Finance staff to ensure payroll accuracy and resolve discrepancies.

Complete and submit verifications of the following:

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• • Employment verifications

  • Experience verifications

  • Student loan verifications

• Complete e-Verify and Department of Labor entries for new hires.

• Create and maintain personnel files

• Enter employees in Harris

• Monitor HireTrue for completion of onboarding documents (Onboarding initiated in HR).

• Monitor and document all leave except administrative leave (PPL, FMLA, Sick Bank, etc.)

• Provide excellent customer service with a smile and good attitude. Be available to district personnel at all times.

• Communicate effectively with the public, staff members, administrators, and other contact persons. Respond to inquiries and concerns in a timely manner.

• Serve as a key team member in the district’s payroll modernization project, including participation in all required job trainings.

• Serve on committees as required.

• Participate in cross-training activities as required.

• Stay current on payroll laws, regulations, and best practices affecting K–12 education.

• Assist with audits, reconciliations, and reporting as required by the State of Alabama, external auditors, and the Escambia County Board of Education.

• Demonstrate initiative and take a leadership role in assigned projects and responsibilities.

• Immediately notify the Chief School Financial Officer and Superintendent of any issues or concerns regarding payroll and/or timekeeping.

• Other duties as assigned by the Chief School Financial Officer and or the Superintendent.

Minimum Qualifications

• Associate or Bachelor’s degree in accounting, finance, business administration, or a related field (preferred).

• Minimum of five (5) years of payroll, accounting, or financial management experience, preferably in a public school system or governmental entity.

• Knowledge of payroll laws, tax regulations, and reporting requirements.

• Strong computer skills, including proficiency in payroll/accounting software and Microsoft Office applications.

• Demonstrated ability to supervise staff, manage multiple tasks, and meet strict deadlines.

• High level of integrity, confidentiality, and accuracy in handling sensitive employee information.

• Must be certified as a payroll supervisor through AASBO or must be able to obtain certification.

Preferred Qualifications

• Experience with Alabama school finance/payroll systems (e.g., NextGen).

• Prior supervisory experience in payroll or accounting.

• Certification in payroll administration (CPP, FPC, or equivalent).

Work Environment

• Office setting within the central office of Escambia County Schools.

• Requires extended periods of sitting, working with computers, and handling detailed data.

• May occasionally require travel between schools and district offices.

• Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force as frequently as needed to move objects.

Employment Terms

• 12-month, 240-day contract.

• 8 hours per day.

• Exempt from overtime or compensatory pay.

• Salary based on the Escambia County Schools Board-approved salary schedule.

Salary:

• Salary schedules are found on the main Escambia County Schools website, https://www.escambiak12.net/businessfinance

• Listed below are items that may be necessary to complete your employment process in order to compute your annual salary. It is your responsibility to provide us with the requested information in order to receive your accurate salary.

• We need verification of previous public school teaching experience. Use the following information when requesting verification of experience from your past employment at other boards of education:

• • Within the state of Alabama, experience must be verified on Supplement EXP

  • Outside the state of Alabama, we must have a letter (on school district letterhead) or public school district form showing beginning and ending dates stating your years of service and position held while employed

  • Credit is awarded for public school experience only, private, parochial, or similar experience will not be accepted

  • Experience must be full time at least 50%-100% of the academic year

  • Administrative credit will be awarded only for experience in the same position, i.e., principal for principal position as stated in the salary schedule

  • Transfer Sick Leave: If you have sick leave from another state school system or from another state of Alabama agency, you must have a Sick Leave Transfer form sent from your previous employer to our Human Resources department

• The Escambia County Schools awards a salary based on the highest degree earned, even if the degree is outside education. The degree must be verified on an official transcript & recognized by the Alabama State Department of Education.

Equal Opportunity Employer:

The preceding job description has been designed to indicate the general nature and level of work performed by an employee(s) within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of an employee(s) for this job.