Payroll Coordinator
Payroll Coordinator
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Job Description
Exemption Status/Test: Nonexempt
Reports to: Chief Financial and Operations Officer
Dept./School:Business Office
Primary Purpose
Coordinate and oversee payroll operations to ensure accurate and timely processing of district payroll. Work collaboratively with Human Resources Finance and campus staff to maintain compliance with federal state and local regulations. Serve as the primary contact for payroll-related matters including employee pay benefits coordination leave tracking and reporting.
Qualifications
Education/Certification:
- High school diploma or GED (required)
- Associates or bachelors degree in accounting business or related field (preferred)
- TASBO or payroll certification (preferred)
Special Knowledge/Skills:
- Knowledge of payroll procedures and related state and federal regulations
- Strong skills in data entry financial software and spreadsheet management
- Ability to interpret and apply policies regulations and collective agreements
- Strong organizational problem-solving and time-management skills
- Ability to maintain confidentiality of employee records and payroll data
- Effective communication and customer service skills
Experience:
- Two to three years of payroll finance or accounting experience (public school experience preferred)
Major Responsibilities and Duties
Payroll Processing & Reporting
- Process and reconcile semi-monthly/biweekly payroll including off-cycle checks voids and reissues.
- Prepare and submit all required payroll reports (e.g. TRS monthly quarterly 941 annual W-2s TEC unemployment).
- Import and enter absences overtime extra duty and supplemental pay into payroll system.
- Maintain distribution codes and ensure accurate posting of payroll expenses.
- Support CFOO in year-end roll and next-year payroll and benefits calculations for budget projections.
Employee Records & Transactions
- Coordinate with HR to process new hires transfers and terminations; ensure timely setup and removal in Ascender and related systems.
- Maintain and verify service records salary schedules and placement in accordance with district and state rules.
- Track employee leave balances including FMLA sick pool and extended leave and communicate salary impacts.
- Update and manage employee information in payroll and timekeeping systems.
- Handle employee verification requests unemployment claims and open records related to payroll.
Benefits & Leave Coordination
- Process benefit enrollments reconciliations and deduction payments.
- Coordinate docked pay and insurance owed for unpaid leave.
- Maintain sick bank records and update based on CFOO direction.
Compliance & Audit Support
- Prepare payroll documentation for internal and external audits.
- Ensure compliance with federal state and TRS regulations.
- Maintain accurate pay history calendars check registers and required reports.
Collaboration & Customer Service
- Work closely with HR to align payroll processes with onboarding separations and personnel records.
- Support CFOO with staffing matrix compensation schedules and stipend guide development.
- Provide guidance and assistance to employees principals and supervisors regarding payroll matters.
- Respond to inquiries regarding salary leave balances deductions and payroll policies in a timely manner.
Supervisory Responsibilities
None
Working Conditions
Mental Demands/Physical Demands/Environmental Factors:
- Maintain emotional control under stress
- Frequent prolonged and irregular hours during payroll deadlines and year-end processing
- Repetitive hand motions; prolonged use of computer
Required Experience:
IC
Employment Type
Full-Time
