Senior Payroll & Retirement Specialist

Description

• Ensure approval of semi-monthly timesheets from all school sites.
• Run reports from the WorkForce Management (WFM) time and attendance system for timesheet errors.
• Manage and lead communication to our internal leaders including Principals and Business Managers regarding pending timesheets errors or missing information as needed.
• Ensure the accuracy of all payroll documents for processing.
• Distribute manual/off-cycle paychecks to school sites as needed.
• Participate in status change and new hire submission final checks process in collaboration with the Human Resource Department.
• Enter pay adjustments into the payroll system.
• Calculate retro payments.
• Enter employee garnishments in the payroll system and send necessary responses.
• Maintain online garnishment payments with UKG payment services.
• Audit entries entered in the payroll system against the Pay Check Register.
• Process off-cycle checks.
• Provide quality Customer Service.

• Complete employment verifications.
• Answer Outlook emails and phone requests in a timely manner.
• Meet with teammates via Zoom or phone calls regarding pay or retirement concerns.
• Calculate teacher final payouts.
• Calculate PTO/Sick time for Leave of Absences.
• Support the Human Resources Department with payroll requests related to legal claims EDD Unemployment and Workers Comp.
• Year-end Tax preparation.

• Analyze new hires and job changes for retirement placement into CalPERS/CalSTRS/403b CA
• Prepare mass import file for Retirement (STRS/PERS)
• Prepare mass separation file for CalPERS
• Enroll Classified staff into the CalPERS system
• Enroll Certificated staff into the CalSTRS system
• Support in annual audits
• Maintain 403b CA and 403b PP Plans
• Support in annual audits

• Complete US Department of Labor Statistics Report.
• Complete Quarterly EDD Multi-worksite Report.
• Complete wage portion of benefit audits for EDD.

• Follow up on stale dated checks.
• Collect teacher work calendars from all school sites.
• Ensure accurate processing of sick hours transfers including updated sick hours from previous districts.
• Maintain electronic payroll files.
• Create employee garnishment folders and ensure balances are kept up to date.
• Ensure that terminating employees are paid on time and their Option Pay form has been received.
• Process payroll in the UKG system.

• Perform other related duties as required and assigned.

• Demonstrate knowledge of and support the Aspire Public Schools mission vision value statements including antiracism policies and procedures operating instructions confidentiality standards and the code of ethical behavior
• Actively seeks to improve and simplify Aspires approach to particular job functions
• Comfortable with the utilization of technology in a remote environment
• Perform other related duties as required and assigned

Knowledge Skills & Abilities

• Proven ability to perform timely accurate analysis and manage multiple priorities in a fast-paced high-growth environment
• Strong organizational time management and follow-up skills with a high sense of urgency and attention to detail
• Excellent written and verbal communication skills; ability to communicate effectively with diverse stakeholders
• Strong analytical and problem-solving skills with the ability to quickly learn and apply new processes systems and software
• Process-oriented proactive and self-directed with the ability to take initiative and think both strategically and tactically
• Ability to work effectively both independently and collaboratively in a team environment
• Demonstrated professionalism flexibility and sound judgment when handling highly sensitive and confidential information
• Strong customer service orientation with the ability to balance service excellence and compliance requirements
• Knowledge of payroll functions and working knowledge of applicable Federal California and out-of-state labor laws
• Proficiency with productivity and collaboration tools including Microsoft Office (Outlook Word Excel PowerPoint OneNote) and Google Workspace (Drive Docs Sheets Slides); ability to learn HRIS/payroll systems such as UKG
• Demonstrated commitment to organizational values policies confidentiality standards and ethical conduct
• Ability to perform other related duties as assigned

• Associates degree (AA) preferred
• American Payroll Association (APA) certification is desired but not required.
  
  

1. Experience required:

• Minimum of five (5) years of payroll experience in a fast-paced high-volume environment
• Experience administering payroll through UKG or similar HRIS/payroll systems
• Experience in CalSTRS/CalPERS/403b platforms
• Proficiency in Microsoft Office applications including Excel and Word
• Proficiency in Google Workspace including Google Sheets
• Experience in or strong interest in K-12 public education

1. Physical requirements:

• Stand walk or bend over kneel crouch reach overhead grasp push and pull. Move lift and/or carry up to 30 pounds to shoulder height
• Repetitive use of hands (i.e. fine manipulation simple grasping and power grasping)
• Demonstrate normal depth perception
• Sitting walking or standing for extended periods of time
• Dexterity of hands and fingers to operate a computer keyboard operate standard office equipment and use a telephone
• See and read a computer screen and printed matter with or without vision aids
• Hear and understand speech at normal levels and on the telephone with or without auditory aids

1. Work authorization requirements:

• Clear the Department of Justice background screening
• Authorized to work in the United States
• Provide health (TB) clearance (renewal every four years)