Payroll and Billing Specialist

Insight PA believes in Education for ANY ONE. We provide families an online option for a high-quality, personalized education experience. Students can thrive, find their passion, and learn in an environment that encourages discovery at their own pace. In support of this, we are committed to creating and maintaining a culture of inclusion and diversity where our employees are passionate about serving students and families, treat one another and customers with respect, challenge each other to innovate and always strive to do better.

The mission of Insight PA Cyber Charter School is to provide an exemplary individualized and engaging educational experience for students by incorporating school and community/family partnerships coupled with a rigorous curriculum along with a data-driven and student-centered instructional model. Student success will be measured by valid and reliable assessment data, parent and student satisfaction, and continued institutional growth within the academic community. Join us!

The Payroll & Billing Specialist is a key member of the HR team, responsible for payroll administration and supporting financial reconciliation processes tied to student billing. This role ensures payroll accuracy and compliance, while partnering with Finance and Enrollment teams for student enrollment billing to maintain data integrity and resolve discrepancies.

This is a full-time position requiring the ability to work independently for approximately 40 hours per week. A professional, distraction-free home office during the workday is required. Core hours are between 8:00 AM and 4:00 PM, while allowing for some flexibility as determined by school needs.

Residency Requirement: Resident of Pennsylvania; residents of other states will be considered on a case by case basis.

Compensation range: $62,000-$72,000

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Human Resources

• Processes bi-weekly payroll accurately and on schedule
• Audits payroll data (earnings, deductions, taxes) for accuracy and compliance
• Maintains employee payroll records in HRIS/payroll software
• Coordinates with HR on hires, terminations, and status changes affecting pay
• Ensures compliance with federal/state wage and hour laws
• Ensures data integrity across payroll, HRIS, and billing systems through regular review and validation processes
• Responds to employee payroll inquiries and resolves discrepancies
• Completes and maintains required employer registrations (e.g., tax accounts, withholding accounts, unemployment accounts) in applicable jurisdictions
• Performs regular audits and reconciliations of payroll data
• Performs regular audits and reconciliations of benefits data
• Supports broader HR team initiatives and functions on an as-needed basis, particularly during high-volume periods

Organizational Billing

• Along with the support of our external vendor, prepares, validates, and processes billing.
• Along with the support of our external vendor, prepares and delivers reporting according to specific deadlines, including regular/monthly invoicing and year-end reconciliation.
• Investigates, reconciles, and resolves discrepancies between internal data and external invoices and payments
• Maintains documentation supporting billing calculations and adjustments
• Coordinates with school staff to ensure accurate billing and reporting of data.
• Communicates with outside entities and investigates and resolves billing inquiries

Other

• Performs additional tasks and responsibilities as assigned.

Supervisory Responsibilities

This position has no regular supervisory responsibilities.

Minimum Required Qualifications

• High school diploma AND
• Payroll processing experience AND
• 1-3 years of relevant work experience OR
• Equivalent combination of education and experience
• All required clearances for Pennsylvania school-based personnel

Minimum Required Skill Set

• Strong organizational and time management skills
• Strong attention to details and accuracy with a demonstrated proficiency to find errors, gaps in information, inconsistencies, etc.
• Strong written and verbal communication skills
• Adaptable technology skills
• Experience using search engines (internet) for research
• Experience using a student information system and/or other type of database
• Demonstrated competencies with general technology, Microsoft Office Platforms (Outlook, Word, Excel, Powerpoint, Teams, etc.), Google Platforms, Zoom, etc.

Preferred Qualifications

• Associate's Degree
• Experience processing payroll via the Paylocity platform

Certificates and Licenses

Certificates and Licenses required (or none)

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This is a Hybrid position, at least 85% of time will be working remotely. When office days are required, typically one day per week but this will vary, the noise level in the office is usually moderate (computers, printers, light foot traffic).
• This position will include some travel and will include limited overnight travel. This is estimated to be less than 5% of the time. Travel may be required for things like leadership meetings, community events, and professional development.

Job Performance Requirements
The mental and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• Ability to sit and stand for extended periods of time.
• Ability to exhibit mental dexterity to "dial" a telephone, to enter data into a computer, to read a computer screen and printed material, to hear and understand speech at normal office/workplace levels, and on the telephone, and to speak in audible tones so that others may understand clearly in the workplace and on the telephone.
• Ability to physically lift up to 30 pounds.
• Ability to read, analyze, and interpret workplace documents, technical procedures, research studies, and governmental regulations.
• Ability to write reports with clarity.
• Ability to interface diplomatically with all members of the school community - administrators, teachers, parents, students, Board members, support staff, colleagues, and outside professional contacts.
• Ability to coordinate and use technology for a variety of workplace purposes and communications.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.

The above job description is not intended to be an all-inclusive list of duties and standards of this position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. All employment is at-will as governed by the Commonwealth of Pennsylvania. The at-will nature of employment is one aspect of employment that cannot be changed except in writing and signed by an authorized officer of Insight PA Cyber Charter School.

Insight PA Cyber Charter School is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected Veteran status age, or genetics, or any other characteristic protected by law.

Job Type: Full-time

Pay: $62,000.00 - $72,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: Hybrid remote in Exton, PA 19341