District Executive Payroll Secretary

• Date Posted:
  9/9/2026
• Location:
  
  Administrative Service Center
• Date Available:
  
  ASAP

Starting Date:

ASAP
Hourly Rate/Wage:
Range: $26 - $30 per hour

• Work Days: 12 Months
• Sick Leave: 14 Days per year
• Personal Leave: 2 Days per year
• Vacation Days: 15 Days per year
• Paid Holidays:
  Per District School Calendar

Insurance:
Major Medical/Hospitalization, Dental, and $15,000.00 Term Life available per the MEA/MESPA contracts.

To meet or exceed the essential elements of the job description.

Executive Payroll Secretary

• Accumulate, review, and verify all necessary data needed to prepare district payroll accurately and timely twice each month.
• Process all payroll changes, including new employees, terminations, retirements, salary and hourly rate changes, stipends, additional duties, contract adjustments, and other changes required to maintain accurate payroll records.
• Maintain employee payroll master files and ensure employee demographic, employment, compensation, tax withholding, retirement, and deduction information is accurate and current.
• Prepare employee paychecks and direct deposit vouchers and complete all necessary payroll reports and reconciliations.
• Prepare and submit direct deposit files to the district's financial institution and verify successful processing of payroll deposits.
• Review payroll prior to final processing to identify and correct errors involving employee pay, hours worked, deductions, benefits, taxes, retirement contributions, and account distributions.
• Prepare the Payroll Summary and account distributions for inclusion in the monthly Board of Education financial reports.
• Maintain subsidiary controls, records, and reports for all payroll deductions and employer contributions.
• Process and remit voluntary and required payroll deductions, including credit union deductions, union dues, insurance deductions, tax-sheltered annuities, retirement savings programs, garnishments, child support, and other authorized deductions.
• Oversee the collection, review, and processing of employee time sheets, substitute records, overtime, additional-duty pay, and other payroll documentation submitted by district schools and departments.
• Work with building and department secretaries to resolve missing, incomplete, inaccurate, or late payroll and timekeeping information.
• Verify employee leave and absence information affecting payroll and coordinate with appropriate district personnel to resolve discrepancies.
• Monitor employee compensation against approved employment contracts, salary schedules, hourly rates, stipends, and Board-approved compensation.
• Calculate and process supplemental and extracurricular payments, including coaching, sponsorship, extra-duty, summer work, and other Board-approved compensation.
• Process payroll adjustments, corrections, retroactive pay, and other special payroll transactions as necessary.
• Ensure insurance premiums and other benefit-related payroll deductions are properly established, changed, or terminated.
• Coordinate with Human Resources to ensure new hires, resignations, retirements, leaves of absence, employment changes, and terminations are accurately reflected in payroll.
• Maintain appropriate documentation and authorization for employee payroll deductions and changes.
• Process and maintain records related to wage garnishments, child support orders, tax levies, and other legally required payroll deductions.
• Respond to employee questions regarding paychecks, direct deposits, tax withholding, deductions, retirement contributions, and other payroll-related matters.
• Research and resolve payroll discrepancies in cooperation with employees, supervisors, Human Resources, the Business Office, and outside agencies.
• Maintain payroll records in accordance with district record-retention requirements and ensure the confidentiality and security of employee payroll and financial information.
• Assist with payroll-related information and documentation required for the district's annual financial audit and other state or federal audits.
• Prepare payroll reports and provide payroll information requested by the Business Manager, Superintendent, auditors, retirement systems, and other authorized individuals or agencies.
• Maintain appropriate internal controls over payroll processing and promptly report unusual transactions, discrepancies, or potential payroll errors to the Business Manager.
• Maintain payroll calendars, processing deadlines, and reporting schedules to ensure payroll and required governmental filings are completed…