Job Title:          Payroll Specialist                                      Wage/Hour Status:   Non-Exempt; 233 Days

Reports to:       Director of Payroll/Employee Benefits         Pay Grade:  Clerical 7

Dept./School:  Payroll/Employee Benefits                          Date Revised:           02/2025

Primary Purpose:

To assist with the efficient operation of the Payroll/Employee Benefits Department

Qualifications:

Education:

High School diploma or equivalent

Some college preferred

Experience:

Previous data entry experience required

Previous accounting experience preferred

3-5 years previous payroll experience required

Some previous insurance experience preferred

Special Knowledge/Skills:

Proficiency in Excel or similar spreadsheet and Google Docs

Effective organization, file maintenance, communication, and interpersonal skills

Major Responsibilities and Duties:

• Maintain accurate employee master file information. Maintain and protect the confidentiality of payroll and insurance records.
• Input hours, supplemental pay, vacation, and sick leave for auxiliary employees.
• Input hours and supplemental pay for substitutes, part-time, seasonal and temporary employees.
• Enter new auxiliary employees in the benefits HUB and OAG.
• Edit and process the auxiliary payrolls, at least two per month.
• Coordinate payroll processing and check printing with the Director of Payroll/Benefits
• Distribute payroll checks for all payrolls in accordance with district policy.
• Submit direct deposit and positive pay files for auxiliary payroll to depository banks.
• Prepare statements, collect and deposit summer insurance premiums for auxiliary employees who are not receiving paychecks during the summer months.
• Prepare payment authorizations for Financial Services for various payroll deductions such as child support.
• Inform department personnel of closing dates for payroll data entry and payroll processing.
• Assist employees with the completion of various payroll forms such as W-4, direct deposit authorizations and TRS forms.
• Provide employees with answers to routine payroll and employee benefits questions
• Assist the employee benefits clerk with insurance issues as a backup during absences/vacations.
• Assist the employee benefits clerk with the HUB maintenance during open enrollment and communication with employees regarding open enrollment.
• Maintain a sufficient inventory of payroll forms
• Prepare warehouse and maintenance requisitions for the department as needed.
• Assist with verification of auxiliary pay increases and initialization of auxiliary payroll annually.
• Work independently to perform the assigned duties with little supervision. Must be available during holiday weeks to process and/or distribute payrolls to auxiliary departments.
• Assist the Director with the professional payroll and be responsible for all payroll functions in the Director’s absence.
• Assist with reconciling and balancing payroll reports.
• Assist the Director with IRS, TRS, and TWC reporting and be responsible for filing by deadlines in the Director’s absence.
• Responsible for Affordable Care Act Reporting.
• Maintain confidentiality
• Participate in meetings and training sessions as designed by District staff.
• Regular and consistent attendance
• All other duties as assigned

Supervisory Responsibilities:

None

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Work with frequent interruptions. Demonstrate patience and flexibility in changing job demands and when interaction with employees, visitors, and the public. Maintain emotional control under stress. Repetitive hand motions. Prolonged sitting; occasional walking, bending, stooping and climbing.

Salary : $173