Job Summary
We are seeking a dynamic and detail-oriented Payroll Specialist and Finance Office Manager to join our team. In this pivotal role, you will oversee payroll processing, ensure compliance with labor and tax laws, and manage various financial operations within our organization. Your expertise will help streamline payroll systems, maintain accurate financial records, and support human resources functions. This position offers an exciting opportunity to contribute to a thriving organization committed to operational excellence and employee well-being.
Responsibilities
A. Handles and prepares privileged information for contract negotiations. Prepare
confidential reports and evaluations as requested. Compiles information as requested by
the Board of Education.
B. Responsible for processing the entire payroll with minimum supervision.
C. Compiles payroll data, and enters data or computes and posts wages, and reconciles errors, to
D. Maintains payroll records in accordance with IRS and GAAP
E. Respond to third-party inquiries about garnishments, wage levies, annuities, and other
payroll-specific events.
F. Prepares periodic reports of earnings, taxes, and deductions
G. Processes monthly payrolls and other additional payrolls as required
H. Coordinates the payroll process with other departments and sites for the purpose of delivering
services in compliance with established guidelines.
I. Enforces payroll-related policies, procedures, and regulations for the purpose of ensuring
compliance with established guidelines.
J. Informs other staff and/or outside parties regarding procedural requirements for the purpose of processing transactions.
K. Gather and input direct deposit information from employees.
L. Maintains a wide variety of payroll information for the purpose of ensuring the availability of
documentation and compliance with established policies and regulatory guidelines for auditing
purposes.
M. Prepares a variety of payroll-related documents (e.g. overpayments, retirement plan transfers,
payroll register, stop payments, W-2 controls, etc.) for the purpose of documenting activities,
providing written reference, and/or conveying information.
N. Prepares a variety of payroll reports, including the TRS report, unemployment reports, IMRF
reports, labor report, Employer's federal tax return, annual W-2 report, reports for auditors, ASA
report, and others.
O. Processes a wide variety of payroll documents and materials (e.g. time sheets, withholding
information, employee contributions, etc.) for the purpose of disseminating information to
appropriate parties.
P. Processes withholding taxes and miscellaneous withholdings to appropriate agencies for the
purpose of ensuring timely reporting and payments.
Q. Order calendars, checks, and other payroll-related documents as needed.
R. Research discrepancies of payroll information and/or documentation (e.g. time sheets, leave
time, etc.) for the purpose of ensuring accuracy and adherence to procedures prior to
processing.
S. Resolves discrepancies with payroll and/or benefit information and/or documentation (e.g.
payroll, benefit provider/s, withholding versus W4, salary status, etc.) for the purpose of ensuring
accuracy of records and employee payments.
T. Responds to inquiries regarding payroll procedures (e.g. wage levies and garnishments,
annuities, savings, contributions, direct deposits, etc.) for the purpose of providing necessary
information for making decisions, assisting employees, taking appropriate action and/or
complying with established fiscal guidelines. Respond to wage demands such as Child Support,
Chapter 13, Bankruptcy, student loans etc.
U. Reviews payroll and a variety of insurance-related information (e.g. payroll reports, etc.) for the
purpose of ensuring accuracy of payroll and insurance records.
V. Supports the Business Manager in completing payroll operations for the purpose of ensuring the
timely and accurate payroll generation.
W. Stays informed on new payroll developments and payroll law
X. Performs any other duties as assigned
Manager Duties
● Manages the office/ department when the Chief Financial Officer is out of the office
● Deals with correspondence, complaints, and inquiries
● Cross-trains department staff, implements schedule
PROFESSIONAL REQUIREMENTS
1. A. Knowledge of bookkeeping principles, accounting, and payroll preparation
2. B. Skilled in the operation of standard office machinery: calculator, typewriter, etc.
3. C. Proficient in typing skills with accuracy and a minimum of 55 w.p.m.
4. D. Proficiency in basic English language and math skills
5. E. College Degree in Business, Accounting, or similar, preferred.
6. F. Previous experience in payroll, payroll administration, or a similar role is essential.
DESIRED SKILLS
A. Knowledge of the district’s computer system (Skyward Qmlativ)
B. Ability to apply bookkeeping and accounting principles to the maintenance of payroll
records, fiscal records, and statements
C. Knowledge of laws as they relate to FICA, IMRF, Teachers Retirement, and the Internal
Revenue Service
D. Ability to make involved and varied arithmetic computations rapidly and accurately
E. Ability to establish and maintain effective working relationships with staff
F. Ability to function in a team situation
REPORTS TO:
The Finance Office Manager/ Payroll Specialist is directly responsible to the Chief Financial
Officer.
SUPERVISES
In the absence of the CFO, supervises the Finance Department Staff
TERMS OF EMPLOYMENT
Twelve months. Salary established by the Board and according to the approved
Confidential Secretary Salary Schedule
Pay: $80,000.00 - $90,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
