Payroll Specialist

Primary Purpose:

Supports Payroll Coordinator with planning, organizing, and controlling all aspects of the District’s payroll department. Involved with the development and maintenance of District payroll systems, internal controls and records, and the coordination and supervision of the District’s payroll and related accounting operations. Reviews requirements of government agencies such as the Internal Revenue Service, Teacher Retirement System, Social Security Administration, Department of Labor, and makes District process/policy recommendations.

Education / Certification:

1. High School diploma or GED is required.

2. Bachelor’s Degree in Business Administration or related field is preferred.

Special Knowledge / Skills:

1. Advanced technical knowledge of Federal and State laws pertaining to payroll functions (income tax laws, insurance, payroll, Teacher Retirement System, FLSA, and Texas Education Agency).

2. Meticulous attention to detail and self-motivated.

3. Ability to use software to develop spreadsheets, databases, and do word processing.

4. Knowledge of fund accounting.

5. Knowledge of board policies and procedures.

6. Effective communication and interpersonal skills.

7. Must be able to maintain strict confidentiality of payroll and personnel information.

8. Must have good time management skills and be aware of payroll deadlines.

Experience / Other Requirements:

1. Must be proficient in Microsoft Excel.

2. Preferred experience with TimeClock or Time Keeping Systems.

3. Preferred experience with Payroll Processing including Employee Benefits, TRS and tax information.

4. Personal cell phone is required to handle district related business, including after hours, or when away from the office on district business.

Major Responsibilities and Duties:

1. Works with Payroll Coordinator to direct and control payroll preparation and production, including regular, special, and supplemental payrolls. Ensures adherence to standards and procedures, and takes steps to correct problems, delays and inaccuracies.

2. Works with Payroll Coordinator to develop and implement payroll procedures to ensure timely processing of payroll and the applicable payment of all benefits and payroll deductions.

3. Ensures accuracy of payroll data input and calculations, reviewing all timesheet groups and balancing each payroll prior to Payroll Run.

4. Prepares checks for payroll deductions: withholding tax, teacher retirement, life insurance, health insurance, annuities, professional dues, and other deductibles.

5. Reviews changes to W-4s, direct deposits and deductions.

6. Works with Payroll Coordinator to implement and coordinate the electronic timekeeping system.

7. Works with Payroll Coordinator to evaluate the payroll system’s internal controls and procedures and recommends changes as needed to ensure the safeguarding of assets; identifies and initiates appropriate accounting procedures to prevent or correct errors or irregularities.

8. Works cooperatively with human resources and business services to process hiring, leave, terminations, and other employment-related issues.

9. Compiles, maintains, and files all reports, records, and other documents required including auditable records. Assists independent auditors in their performance of the annual audit, as requested.

10. Develops needed professional skills appropriate to job assignments.

11. Keeps abreast of changes in local, state, and federal laws and changes in Board policy as they pertain to the payroll function.

12. Other duties as assigned.

13. Responsible for properly maintaining district records, adhering to all policies set forth by the district for records maintenance and learning the records retention schedule for department records.

Working Conditions:

The 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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Works with frequent interruptions.

2. Maintains emotional control under stress.

3. Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching.

4. Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting.

5. Occasional lifting and carrying of boxes up to 40 pounds.

6. May work prolonged and irregular hours.