Payroll Assistant (2025-26 school year)

Reports To: Business Manager

Work Schedule: 8 hours per day; Monday through Friday; 12 month position EXEMPT Administration Position

Main Job Tasks and Responsibilities

• Assumes responsibility of coordinating payroll and benefits.
• Helps train payroll and benefits personnel.
• Processes payroll and benefits.
• Meets payroll operational standards by managing processes; maintaining accuracy quality and customer-service standards; resolving problems; and identifying system improvements.
• Meets payroll financial standards by assisting the Business Office with the utilization of Payroll Software and provides key information for annual budgeting purposes via payroll & personnel entry screens.
• Manages employee leaves/docks through AESOP and Payroll System; coordinates payments for leaves in conjunction with Short Term Disability benefit when applicable.
• Prepares pay by verifying time records; calculating and producing annual board-paid annuities and longevity.
• Balances payroll accounts by auditing information and identifying and resolving discrepancies.
• Prepares documentation associated with each pay period to support balancing activities summarizing all direct deposits manual checks amounts withheld from employees liabilities due by the employer etc.
• Reconciles all payroll liability accounts on a monthly basis for accuracy.
• Prepares quarterly 941s; monthly Sales Use and Withholding reports; all annual federal state and local returns.
• Communicates benefits and payroll with new hires terminations and retirements of employees.
• Creates and maintains certified teacher and administrator contracts.
• Oversees all plans that result in before-tax treatment of compensation (i.e. 403b 457 board paid annuities tax-deferred payments 125 plans etc.).
• Determines payroll liabilities for federal and state income and social security tax 403b/457 contributions and direct deposits wage assignments and garnishments.
• Fulfills wage garnishment requirements by completing forms; adjusting payroll records documenting and transmitting withholdings.
• Manages the processing of W2 statements and coordinates the distribution to employees.
• Remits employee and employer retirement contributions to State of Indiana. Maintains records for pension contributions on State employer-reporting site.
• Serves as primary contact for the district with the Teacher Retirement Fund (TRF) and Public Employee Retirement Fund (PERF) to maintain accurate employee records and troubleshoot file submission errors.
• Answer audit inquiries with various agencies including the State Board of Accounts (SBOA) Internal Revenue Service (IRS) and workers compensation.
• Works closely with Human Resources
• Assists with reconciling insurance billing and deductions.
• Enroll employees in benefit programs including health dental and vision insurance plans. Update websites with plan and coverage changes terminations name and/or address changes. Reconciles insurance billing.
• Calculates payroll deduction amounts for health dental and vision plans.
• Maintains all reporting requirements of the Affordable Care Act (ACA).
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications establishing personal networks and benchmarking state-of-the-art practices.
• Performs other duties and assumes such other responsibilities as may be assigned by the Business Manager.

Education and Experience

• Bachelors or Associates degree in a related field (Finance Accounting Business Administration Human Resources etc.) preferred.
• Two to five years work experience in a medium to large company in payroll and employee benefits preferred.
• Knowledge of applicable state and federal wage and hour laws that affect payroll and employee benefit programs.
• The candidate should have a good understanding of payroll tax fringe benefits and compensation concepts and laws.
• Evidence of good oral and written communication skills is required.
• Experience working on an AS400 system preferred
• Strong Microsoft Office and Excel Skills required.

Salary and Benefits

Payment Type: $40000 to $55000 (commensurate with degree and related experience)

Benefits: Staff and Administrator Handbook

The Michigan City Area Schools does not discriminate on the basis of the Protected Classes of race color national origin sex (including transgender status sexual orientation and gender identity) disability age religion military status ancestry or genetic information which are classes protected by Federal and/or State law (collectively Protected Classes). This includes the Corporations employment opportunities programs and/or activities or if initially occurring off Corporation grounds or outside the Corporations employment opportunities programs and activities affecting the Corporations environment. For further information clarification or complaint please contact the MCAS School Administration 408 S. Carroll Avenue Michigan City Indiana 46360 at for Title IX (gender equity related issues); or Special Education Director 408 S. Carroll Avenue Michigan City Indiana 46360 at for Section 504 (non-discrimination/disability issues and Americans with Disabilities). Any other information concerning the above policies may be obtained by contacting the Superintendent Dr. Wendel McCollum 408 S. Carroll Ave. Michigan City Indiana 46360 at .