Payroll Systems Coordinator

Helena Public Schools is seeking a highly organized, detail-oriented Payroll Systems Coordinator to lead the District's payroll operations and ensure accurate, timely compensation for approximately 1,200 employees. This key position is responsible for managing payroll processing, tax reporting, employee payroll records, benefit deductions, payroll system administration, and regulatory compliance while serving as a trusted resource for employees and administrators.

The ideal candidate combines strong technical expertise with exceptional analytical skills, sound judgment, and a commitment to providing outstanding customer service. This position works collaboratively with Human Resources, Business Services, district administrators, and external agencies to ensure payroll accuracy, compliance, and efficient financial operations.

• Manage and process payroll for all district employees, including regular, substitute, and extra-duty assignments.
• Ensure the accuracy of payroll data through system audits, reconciliations, and quality control processes.
• Maintain employee payroll records, leave balances, earnings, deductions, and benefit with holdings.
• Administer payroll-related employee benefit deductions, including Section 125 Cafeteria Plans, retirement contributions, insurance premiums, and other voluntary deductions.
• Prepare and submit payroll tax filings, retirement reports, W-2s, Affordable Care Act (ACA) reporting, and other required federal, state, and local reports.
• Serve as the District’s authorized representative for employee payroll tax reporting and compliance matters.
• Coordinate payroll functions with Human Resources to support employee onboarding, separations, benefit changes, and leave administration.
• Assist with annual budget development by preparing payroll, benefit, and staffing projections.
• Supervise payroll support staff and provide guidance to district bookkeepers and administrative personnel on payroll procedures and time reporting.
• Serve as the primary liaison with payroll software vendors and support continuous improvement of payroll systems and processes.
• Respond to employee payroll questions with professionalism, discretion, and commitment to excellent customer service.
• Maintain accurate audit trails and ensure compliance with District policies, collective bargaining agreements, and applicable federal and state regulations.
• Other duties as assigned.

• Bachelor’s degree from an accredited college or university in accounting, business administration, or a related field is preferred.
• Minimum two years of experience in payroll processing, accounting, or financial reporting, including general ledger, payroll and benefits administration, statistical reporting, budgeting, account analysis, internal auditing, time and attendance, and report writing; or an equivalent combination of education and experience as determined by the district.
• Proficient with MS Office products (Excel, Word, Access); experience with payroll and accounting software such as Tyler School ERP Pro, Sequel, and query tools preferred.
• Knowledge of payroll tax regulations, IRS reporting requirements, and governmental accounting procedures required.

• Experience with public sector payroll and accounting; experience in a school district setting is ideal.
• Familiarity with Montana-specific reporting requirements including TRS, PERS, and Montana Department of Revenue withholding.
• Leadership experience to provide supervision for one district report.

Complete the online application at  and include a cover letter and resume. This position is ongoing, and applications are accepted immediately.

The starting pay is $64,663.56–$76,496.16 per year, depending on experience. The district also has a comprehensive benefits package.

Initial review date will be July 19 2026.

This recruitment may also be used to fill additional positions per business needs.

Prior to employment, you must successfully complete the appropriate background check required for employment.

Helena School District is an Equal Opportunity Employer.…