Payroll and Time and Attendance Specialist

Payroll And Time & Attendance Specialist

Position reports to:
Superintendent of Schools and Business Manager

Location:

Central Office

Anticipated start date:
Immediately

Required certifications & qualifications:

• High school diploma or GED required
• Minimum of three (3) years of payroll processing experience or related experience in human resources, personnel, or accounting preferred
• Minimum of two (2) years of clerical or related experience
• Experience working for a board of education or municipality preferred
• Experience with iVisions Human Resources and Payroll software modules preferred
• Experience with time and attendance systems such as Time Clock Plus, AESOP, and Infinite Visions preferred
• Proficiency in Microsoft Office and Google Workspace
• Strong understanding of payroll processes, benefits coordination, and employee leave systems
• Ability to follow written and oral instructions
• Exceptional interpersonal, organizational, and communication skills
• Ability to maintain confidentiality and respond promptly to employee and administrative inquiries

Essential skills, knowledge:

• Payroll responsibilities:
• Prepare bi-weekly payrolls for certified and non-certified employees
• Ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions
• Process payroll updates including new hires, terminations, and changes to pay rates
• Assist in the interpretation and implementation of union and non-affiliated contracts
• Maintain tax tables annually within the payroll system
• Maintain all personnel earnings records and payroll files, including W-4 documentation
• Prepare all Federal and State tax reports, including Social Security, Medicare, and Teachers' Retirement Board reports (monthly, quarterly, and annual)
• Prepare and distribute W-2 forms in compliance with legal requirements
• Coordinate voluntary payroll deductions and prepare monthly reporting
• Maintain payroll records in accordance with audit and compliance requirements
• Complete severance payment calculations in collaboration with the Business Manager
• Administer position control within the HR/Payroll system
• Assist with annual payroll system rollover
• Assist with annual payroll audits
• Provide training to staff on HR/Payroll system modules
• Collaborate with Human Resources to support employee retirement plans (403(b) and 457)
• Assist with employment verifications, unemployment claims, and third-party payroll-related requests
• Work collaboratively with HR, benefits, and time and attendance staff during payroll processing
• Time & attendance responsibilities:
• Coordinate substitute coverage using the District's absence management system
• Print and manage daily absence reports and reconcile with payroll/leave systems
• Set up profiles for new substitutes and provide system instructions
• Calculate substitute hours biweekly and input into the payroll system
• Maintain and update employee leave plans
• Process personal leave requests for certified staff
• Review and monitor leave requests for hourly employees through the time tracking system
• Monitor and adjust time records for secretaries and paraprofessionals (including missed punches, holidays, weather days, early dismissals, and schedule changes)
• Import employee time data into the payroll system on a biweekly basis
• Run reports from absence management and payroll systems as needed
• Administer FMLA processes, including eligibility review and preparation of approval/denial letters
• Provide employees with required documentation for qualifying leaves
• Oversee Workers' Compensation processes and maintain related records
• Log and track staff and student accident reports
• Communicate extended leave information to appropriate personnel
• Ensure fitness-for-duty certifications are received for employees returning from leave
• Provide support to the Executive Secretary to the Superintendent as needed
• Assist with preparation for Board of Education meetings

Additional duties:

• Perform all other duties as assigned by the Superintendent, Business Manager, or Director of Operations, Curriculum, and Instruction

Terms of employment:

• 12-month position
• 37.5 hours per week
• Compensation in accordance with the Local # of Council #4 agreement