Payroll Specialist II

JOB TITLE: PAYROLL SPECIALIST II

DEPARTMENT: Finance

REPORTS TO: Business Manager

FLSA STATUS/CLASSIFICATION: Non-Exempt; Level 7

SUPERVISORY DUTIES: None

APPROVED ON:01/08/2026

SUMMARY: Oversees requests from the Superintendent of School Director of Finance Director of Human Resources Director of Federal Programs Internal Auditor and campus Principals with regard to sensitive confidential payroll data as requested. Verifies the bi-weekly processing of payroll. Oversee payroll department procedures to insure accuracy in processing and adherence to generally accepted payroll standards.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Interface with all employees regarding payroll related questions and/or grievances follow up and resolve all issues
• Act as agent to accept tax levies verification of employment child support requests etc
• Print all payroll related reports
• Assemble the bi-weekly payroll book that represents our audit trail
• Assemble the bi-weekly signed timesheet book that represents our audit trail
• Interpret school policies and government regulations affecting payroll procedures
• Monitors Arizona State Retirement System for new hires payroll verification member eligibility
• Maintain the 20/20 tracking spreadsheet required by Arizona State Retirement System
• Compiles all payroll information to be presented for the annual audit
• Assists in maintaining proper audit trail and checks & balances assists auditors Reviews the following federal state Medicaid and W-2s tax returns prior to going to the Director of Finance for signature

• Studies and standardizes procedures to improve efficiency in the payroll department
• Authors and maintains a Payroll Procedures Manual
• Oversees proper maintenance of employee payroll files and storage of dated payroll records as required by generally accepted payroll standards
• Tracks all employee timesheets to insure proper signatures of employees and verify that all have been signed by their supervisor
• Attends required HIPAA Privacy and Security training
• Participates in the monthly New Employee Orientation training programs - facilitates the payroll portion
• Maintains and updates training materials for the New Employee Orientation programs
• Deducts tax credit donations from bi-weekly paycheck as needed
• Coordinates and oversees importing/exporting of the district time tracking system
• Manages all special projects within the district
• Helps with front desk coverage as needed

• Inputs purchase requisitions relating to auxiliary funds and student clubs checking for accuracy and correctness of information; purchasing requirement reviews in accordance with regulations and procedures

• Distributes purchase orders places orders with vendors and distributes file copies and back-up documentation

• Prepares and distributes financial reports to district personnel and government agencies as directed by supervisor

• Prepares various reports and retrieves records for auditors department heads

• Assist Director with bid specification preparation bid request issuance and upcoming quote reviews

KNOWLEDGE SKILLS & ABILITIES

• Present a professional appearance and attitude at all times
• Knowledge of generally accepted payroll practices
• Knowledge of standard office equipment such as an adding machine copy machine etc.
• Ability to analyze data and clearly report the findings
• Work cooperatively and courteously with supervisors directors principals and fellow employees
• Be flexible and open to new ideas and suggestions
• Be tactful when communicating with others both verbally and in written communication
• Ability to communicate effectively verbally and in writing
• Knowledge of applicable Federal and State laws district procedures and Board policies.
• Ability to handle confrontation and conflict without an emotional response
• Ability to do detailed mathematical computations
• Ability to maintain confidentiality
• Produce accurate work and complete assignments with minimal supervision.
• Ability to apply common sense understanding to solve practical problems and deal with a variety of situations

QUALIFICATIONS & REQUIREMENTS:

Education & Experience:

• High School diploma or equivalent
• 2-3 year previous payroll experience
• Experience with automated payroll/HR systems
• Any equivalent combination of training education and experience that meets minimum requirements
• Criminal justice/Fingerprint clearance

Computer Proficiency: Demonstrated general proficiency in computer programs such as Microsoft Excel Word Google Suite and job specific computer programs

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is required to reach with hands and arms. The employee is frequently required to sit and occasionally stand and walk. The employee may be required to move ten pounds and could occasionally lift or move up to twenty-five pounds.

WORK ENVIRONMENT:

Indoor office environment. This position regularly works indoors. The noise level in the work environment is generally quiet to moderate and may become excessively noisy at times. Will have contact with employees external agencies and the public.

Disclaimer: The duties and responsibilities identified in this position description are illustrative only and are in no way intended to be a complete list of activities that may be required of an incumbent. The information contained in this job description is for compliance with the American Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position. Additional duties are performed by the individual currently holding this position and additional duties may be assigned.

Required Experience:

IC