Job Description

Primary Purpose:

The Payroll Specialist is responsible for ensuring the accurate and timely processing of payroll for all employees. This role involves maintaining payroll records, collaborating with internal departments, and ensuring compliance with all federal, state, and organizational policies. The Payroll Specialist will deliver excellent customer service, demonstrate advanced problem-solving skills, and manage multiple priorities in a fast-paced environment.

Education/Certification:

• High School Diploma or GED Required
• Associates Degree in Accounting, Finance, or a related field preferred

Experience:

• Minimum of (1 year) of data entry experience is preferred

OR

• Minimum of (1 year) of customer service, data entry, or bookkeeping experience preferred
• 2 years of payroll accounting experience preferred
• Advanced proficiency in Microsoft Excel (e.g., pivot tables, VLOOKUPs, data analysis)

Special Knowledge/Skills:

• Strong organizational and time-management skills to handle multiple priorities.
• Proficiency with payroll systems, with a strong preference for experience using Skyward, and the ability to quickly adapt to new software tools as required.
• Excellent attention to detail and ability to produce error-free work.
• Strong interpersonal and customer service skills to address employee inquiries professionally.
• Knowledge of payroll laws, tax regulations, and compliance requirements.
• Ability to maintain confidentiality and work effectively under deadlines.
• Proactive, solution-focused mindset for addressing challenges and improving processes.

Major Responsibilities and Duties:

Payroll Processing:

• Process accurate and timely payroll, including calculations for wages, overtime, deductions, and net pay.
• Reconcile and import timekeeping data
• Manage payroll updates, including new hires, terminations, and salary adjustments
• Process supplemental and off-cycle payrolls for adjustments, corrections, or special payments.
• Ensure payroll deadlines are met with accuracy, even during high-demand periods

Campus and Employee Support:

• Serve as the primary payroll contact for employees within assigned campuses.
• Provide guidance to campus principals, admin assistants, and employees on payroll submissions, timekeeping corrections, and compliance requirements.
• Provide training on payroll processes and tools, ensuring campus staff follow established procedures.
• Address payroll inquiries promptly, resolving discrepancies and providing clear, professional guidance.

Collaboration and Compliance:

• Collaborate with HR, finance, and other departments to ensure accurate data entry and resolve payroll-related issues.
• Maintain payroll records in compliance with federal, state, and district regulations.
• Support audits by preparing accurate records and assisting with documentation requests.
• Assist with year-end processes, including W-2 preparation and distribution.
• Uphold confidentiality and adherence to organizational policies.

Additional Duties:

• Perform other tasks as assigned by the supervisor

Supervisory Responsibilities :

None

Mental Demands/Physical Demands/Environmental Factors

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions to meet established deadlines; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

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