Payroll Specialist

The position of payroll specialist is done for the purpose of providing effective oversight and processing of all payroll functions to ensure the timely and accurate payment of all agency employees, including associated benefits, ensuring compliance with federal and state reporting requirements, and performing special payroll processing activities.

This position reports to the director, Internal Business Services.

Position will start October 1, 2026.

• Manages and coordinates the preparation of monthly payroll for the purpose ensuring timely and accurate compensation of employees.
• Compiles and maintains employee information related to payroll (e.g. salary placement, benefit enrollment, payroll deductions, direct deposits, authorizations, leave time including PFML/FMLA, retirement data, employee with holdings, employment contracts, etc.) and monitors processes and documentation necessary for accurate payroll records and providing a current audit trail.
• Processes and prepares personnel assignments and budgetary data for the purpose of assisting with the agency budget and required state reporting.
• Ensures accurate payroll processing, appropriate allocation of funds, and compliance with established financial, legal, and administrative requirements.
• Processes a variety of fiscal information (e.g. payments, PFML/FMLA, retirement, benefit eligibility, court-ordered adjustments, job verifications, subpoena of payroll records, etc.) for the purpose of updating records and authorizing action in compliance with accounting requirements.
• Prepares a variety of external and internal reports and summaries related to payroll (e.g. quarterly and annual federal and state payroll tax and wage reports, W-2s, PFML information, etc.) for the purpose of documenting activities and issues, conveying information, and complying with state and federal regulations.
• Researches and verifies discrepancies in payroll data (e.g. timesheets, leave time, unemployment eligibility, direct deposit requirements, salary schedule placement, benefit eligibility, etc.) for the purpose of ensuring accuracy and adherence to best practices and agency procedures.
• Reconciles enrollment forms and billing information to employee records (e.g. health insurance, retirement, PFML, etc.) for the purpose of ensuring accurate payment information complying with requirements.
• Responds to inquiries regarding a variety of payroll and benefit related questions (e.g. leave status, benefit eligibility, employment verifications, garnishments, child support, etc.) for the purpose of assisting employees, other departments, and outside agencies in the provision of services.
• Develops and refines payroll processes, reporting procedures, and internal controls for the purpose of maintaining accurate records and complying with requirements and laws.
• Works closely with Human Services staff for the purpose of ensuring employees are paid accurately and on time while administering payroll-related benefits and resolving payroll and compensation inquiries.
• Serves as a key resource for payroll processes, benefits coordination, and compliance with applicable policies and regulations.
• Assists external auditors by providing requested information (e.g. payroll procedures and records, contract requirements, etc.) for the purpose of providing necessary documentation for completing of agency audit.
• Attends a variety of meetings and trainings for the purpose of conveying and gathering information required to perform the functions of the position.
• Performs related duties as assigned. Related duties may not specifically be listed but are within the general occupational series and responsibility level typically associated with the employee's classification of work.

SKILLS are required to perform single, technical tasks with a potential need to upgrade skills in order to meet changing job conditions.

• operating standard office equipment including pertinent software applications,
• performing payroll and accounting procedures,
• preparing and maintaining accurate records,
• using effective decision-making techniques,
• using proper grammar, spelling, proofreading, and punctation, and
• creating and maintaining multiple databases and records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percentages, and ratios, read technical information, compose a variety of documents, facilitate group discussions, and solve practical problems.

• common principles and practices of payroll and benefit administration,
• automated payroll practices and procedures,
• general accounting procedures,
• federal, state, and local laws and/or regulations governing payroll processing and benefits administration,
• knowledge of the payroll process in P-12 education or the public sector is preferred, and
• knowledge of Skyward software is preferred.

ABILITY is…