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Payroll Manager

Alabama State Department of Education -
Pelham, AL

Job Details

Qualifications

Computer operation
Spreadsheets
Employee relationship building
High school diploma or GED

Full Job Description

PELHAM CITY SCHOOLS

BOARD OF EDUCATION

JOB DESCRIPTION

Title: Payroll Manager

Minimum Qualifications:

Meet suitability criteria for employment and/or certification/licensure under the Alabama Child Protection Act of 1999 and Act No. 2002-457. (Must pass background screening)

Must have the physical strength, agility, dexterity, acuity, and mobility to perform job responsibilities.

Must have the ability to maintain good interpersonal relationships.

High school graduate or equivalent (GED) and academic competency in basic skills (*may be waived by the superintendent only).

Knowledge of accounting, bookkeeping, or fiscal procedures and guidelines and their application to basic accounting transactions.

Knowledge of computer software including spreadsheets.

Proficient oral and written communication skills.

Such alternatives to the qualifications listed above or below as the Board of Education may find appropriate and acceptable.

Performance Responsibilities and Essential Functions:

Supervise the operations and staff of the PCS payroll.

Perform the monthly payroll process functions and procedures, in compliance with sound business practices, School Board policies, and federal and state laws, to insure accurate and timely processing of the school system’s payroll.

Prepare and maintain employee payroll files, to include but not limited to, demographic data, deductions, garnishments, taxes, salary, and various leave types.

Maintain appropriate records and files related to all employee benefit programs and professional organizations.

Prepare journal entries and wire transfers for all payroll tax liabilities.

Prepare expense transfers to charge payroll transactions to the correct site or department budget.

Approve and post payroll entries to the general ledger.

Maintain and update a spreadsheet of all salary schedules.

Maintain the system control maintenance payroll tables.

Maintain system-wide time and attendance system database.

Prepare all federal and state payroll reports, including quarterly and annual reports.

Balance and print W-2 forms, annually, submit to federal and state authorities and annually update tax tables and calendar year initialization of payroll system.

Process annual payroll accruals.

Prepare and process LEAPS financial files.

Serve as resource to schools and departments for payroll matters.

Respond to inquiries and concerns in a timely manner.

Keep supervisor informed of potential problems or unusual events.

Serve on system committees as required or appropriate.

Participate in cross training activities as required.

Utilize appropriate strategies and problem-solving tools to make decisions regarding payroll, delivery services, and the evaluation of services provided.

Interpret and enforce statutes, Department of Education rules, system policies and procedures as they relate to payroll.

Assist in the preparation of all required reports and maintain all appropriate records.

Reconcile bank statements as needed.

Work with Chief School Finance Officer in regards to all computer operations/financial information and all program changes in software as it relates to payroll.

Work with new employees to orient them in the areas of payroll and benefits to ensure accurate entry into the payroll system.

Understand the insurance programs available to employees.

Understand and be aware of all possible payroll deductions.

Responsible for staying current on all IRS, Social Security, Federal and State Tax, etc., regulations and reporting requirements.

Be familiar with local school payrolls and assist in preparation for completeness and accuracy.

Work with accounting department in developing system payroll budgets.

Assist with Accounts Payable functions as listed on Bookkeeper Job Description.

Attend training sessions, conferences and workshops as assigned or appropriate to keep abreast of current practices, programs and legal issues as well as maintain payroll certificate issued through the Alabama Association of School Business Officials.

Be regular and punctual in attendance.

Adhere to all Board policies, school system rules, school system administrative procedures, and federal, state, and local laws.

Report work absences and take leave in accordance with Board policies, school system rules, school system administrative procedures, and applicable law.

Maintain proper and professional relationships with students, school system employees, and school visitors.

Perform assigned job duties in a courteous and professional manner.

Properly care for equipment and material resources of the school system.

Maintain confidentiality regarding school and/or workplace matters in accordance with federal and state law.

Perform other job-related duties as assigned by supervisor(s).

The Pelham City Board of Education does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups.

Board Approved: November 17, 2025

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