Payroll Specialist

Primary Purpose:

Compile and prepare regular district payroll, including related reports and deposits. Work under moderate supervision to ensure accurate and timely preparation of payroll records according to prescribed procedures and regulations.

Minimum Qualifications:

Education/Certification

High school diploma or GED (Recognized by the Texas Education Agency or Regional Accrediting Agency)

Candidate must have satisfactory outcome of fingerprinting background check. Non-refundable fee (approximately $50) paid by employee.

Experience/Knowledge/Skills:

Knowledge of basic payroll accounting procedures

Ability to maintain accurate and auditable records

Ability to use software to create spreadsheets, databases, and do word processing

Ability to work with numbers in accurate and rapid manner to meet established deadlines

Effective organizational, communication (verbal and written), and interpersonal skills

Proficient skills in keyboarding, word processing, and file maintenance

Experience:

Previous payroll accounting experience or experience in a public education environment

Major Responsibilities and Duties:

(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)

Professionalism

The Educators' Code of Ethics is set forth in Texas Administrative Code to provide rules for standard practices and ethical conduct toward students, professional colleagues, school officials, parents, and members of the community.

• Rule §247.1 Purpose and Scope; Definitions
• Rule §247.2 Code of Ethics and Standard Practices for Texas Educators

Organization Management

The specialist manages administrative, fiscal, and facilities functions responsibly through the following:

• Prepare accurate district payroll for distribution to employees following established procedures.
• Receive and audit time sheets for all district employees. Calculate employee wages, salaries, hours worked, overtime pay, and determine withholdings, deductions, and net pay.
• Balance payroll earnings and deductions; initiate related transfers of funds and deposits.
• Maintain district payroll registers, employee payroll information, and other original documentation in an orderly and accurate manner in accordance with state, federal, and district requirements.
• Other duties as assigned

Communication and Community Relations

The specialist promotes a positive tone for the Business Office through activities such as the following:

• Prepare correspondence using personal computer and e-mail.
• Receive incoming calls, take reliable messages, and route to appropriate staff.

Qualities of an Effective Specialist

The specialist exhibits qualities such as the following:

• Prepare and post all payroll changes including payroll deductions, salary changes, termination, and new employee information.
• Records and Reports
• Compile, maintain, and file all reports, records, and other documents as required including maintaining payroll and related files such as payroll records, absent-from-duty reports, and service records.
• Prepare and submit payroll reports and forms including those required by Internal Revenue Service, Texas Workforce Commission, Texas Retirement System, Federal Insurance Contributors’ Act (FICA), Medicare, Texas New Hire Reporting, and Workers’ Compensation Commission.
• Work cooperatively with human resource department, principals, department heads, campus and department secretaries, and employees to ensure accuracy of information reported. Resolve payroll problems and inquiries.
• Respond to requests from financial institutions regarding verification of employment.
• Maintain confidentiality of information.
• Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

None

Equipment:

Personal computer, printer, calculator, copier, shredder, scanner, fax machine, telephone, and other equipment applicable to the position.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: May work prolonged or irregular hours
• Mental Demands: Work with frequent interruptions to meet established deadlines; maintain emotional control under stress

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.