Payroll Specialist

Payroll Specialist

Reports To:

Chief Financial Officer

Work Schedule:

12 Months - 250 Day Contract (School Holiday Schedule)

Salary:
Commensurate with Experience

FLSA Status:
Exempt

The division’s Payroll Specialist supports payroll and benefits for Sussex County Public Schools (SCPS) a small rural district with 3 schools in Sussex County, Virginia. The Payroll Specialist is supported as a member of the finance department by the Chief Financial Officer, an Assistant Director of Finance & Federal Programs, and the Accounts Payable Specialist. The Payroll Specialist is responsible for processing and managing payroll functions to ensure accurate and timely payment of salaries and wages to all school district employees.

Key duties typically include:

• Payroll Processing:
  Prepare and process regular and supplemental payrolls for all staff (certified, classified, hourly, substitutes, etc.).
• Data Management:
  Maintain and update employee payroll records, including salary, deductions, leave balances, tax status, and direct deposit information.
• Compliance:
  Ensure payroll practices comply with federal, state, and local regulations, as well as district policies and collective bargaining agreements.
• Reporting:
  Prepare payroll reports for internal use, audits, and government filings (e.g., W-2s, quarterly tax reports).
• Benefits Coordination:
  Collaborate with HR and benefits departments to process deductions related to retirement plans, insurance, and other benefit programs.
• Problem Resolution:
  Address payroll-related inquiries, discrepancies, and issues from employees in a timely and professional manner.
• Auditing & Reconciliation:
  Regularly audit payroll records and reconcile payroll accounts with general ledger entries.
• System Maintenance:
  Utilize payroll software systems; assist with upgrades, testing, and troubleshooting.

• Bachelor’s degree or comparable experience in accounting and finance.
• A minimum of five years of successful experience in financial operations with a preference of at least one year of financial supervisory experience. Governmental accounting experience at the school district locality level preferred.
• Specialized knowledge of payroll and accounts payable accounting; considerable knowledge of state and federal regulations and guidelines concerning public personnel, payroll and accounts payable accounting.
• Considerable knowledge of electronic data processing and month-end and year-end closing and reconciliation activities.
• Demonstrated ability to work independently, supervise staff and work with others in the organization.
• Demonstrated knowledge of payroll integration to the general ledger.

• Process semi-monthly payroll accurately, including wages, overtime, deductions, and garnishments for approximately 250+ employees.
• Maintain strict confidentiality of employee records and sensitive information.
• Reconciliation and payment of monthly insurance invoices and work with vendors to resolve discrepancies.
• Update employee records for new hires, terminations, deductions, bonuses, and salary changes.
• Assist employees approaching retirement with completing VRS retirement applications.
• Administer VRS retirement plans (Plan 1, Plan 2, and Hybrid Plan), including:
  • Enrolling new employees in the appropriate VRS plan.
  • Submitting required contributions and reports through the VRS employer portal.
  • Assisting employees with retirement benefit inquiries, service credit, and purchase of prior service.
• Prepare payroll, benefits, and retirement reports for management and auditors.
• Respond to employee inquiries regarding payroll discrepancies, benefit eligibility, and retirement options.
• Manage the preparation and processing of W-2’s
• Collaborate with Human Resources to coordinate benefits enrollment, open enrollment and change in coverage.
• Reconciliation and payment of monthly insurance invoices and work with vendors to resolve discrepancies.
• Update employee records for new hires, terminations, deductions, bonuses, and salary changes.
• Assist employees approaching retirement with completing VRS retirement applications.
• Process retiree enrollment, continuation,…