Payroll

Oak Grove School District 68

Position Title:
Business and Benefits Coordinator

• Reports To:
  
  Chief School Business Official (CSBO)
• Classification:
  Full-Time, 12-Month, Non-Certified/Support Staff
• Salary Range: $90,000-$110,00

The Business and Benefits Coordinator executes complex, technical duties to guarantee the accurate, timely, and compliant processing of the district’s payroll, benefit administration, and core human resource workflows. Serving as a foundational pillar within a highly streamlined, single-building business office, this role requires elite attention to detail, proactive compliance management, and the maintenance of absolute confidentiality regarding sensitive personnel and financial data.

• End-to-End Payroll Administration:
  Manage, prepare, and execute accurate semi-monthly payroll processing for just over 100 certified and non-certified personnel utilizing Skyward Qmlativ.
• Timekeeping:
  Receive, verify, and reconcile employee timecards, electronic absence reports, in coordination with school secretaries to ensure correct payroll distribution.
• Pension & Retirement Compliance:
  Calculate, reconcile, and electronically submit monthly and annual reports for the Illinois Teacher’s Retirement System (TRS) Gemini system and the Illinois Municipal Retirement Fund (IMRF).
• State & Statutory Reporting:
  Oversee the compilation, verification, and timely submission of state-mandated reporting, including the annual ISBE Employment Information System (EIS) Salary Data Reporting and the annual IMRF Wage Report.
• Annual Statement of Affairs:
  Partner directly with the CSBO to prepare, compile, and finalize employee earnings data for the annual Intergovernmental Agreement and School District Annual Statement of Affairs (ISBE Form 50-37) for public posting and state submission.
• Account Reconciliation:
  Record, verify, and reconcile payroll liabilities and contractual deductions on a monthly basis to maintain the integrity of the district's fiduciary accounts.
• Banking & Internal Controls:
  Execute daily and cyclical internal controls, including "Positive Pay" fraud-prevention workflows for both accounts payable and payroll bank distributions, to securely safeguard district assets.
• Budgetary & Audit Support:
  Provide precise salary matrixes, deduction data, and benefit structures to the CSBO for annual budget construction and act as the primary payroll contact for the district auditor during annual reviews.
• Taxation & Year-End Processing:
  Process all federal and state tax withholding, quarterly 941s, year-end W-2 generation, wage garnishments, and voluntary employee deductions.

• Benefits & Retirement Plan Administration:
  Manage and coordinate the district's health, dental, vision, life, and long-term disability programs. Administer the district's Section 125 flexible spending accounts, 403(b) annuities, and 457 deferred compensation plans.
• Employee Consultation:
  Meet with and review the district's comprehensive benefits package, leaves, and payroll structures with new hires and existing staff.
• Regulatory & ACA Compliance:
  Maintain rigorous compliance with federal and state Department of Labor laws, ISBE directives, local Board policies, and Affordable Care Act (ACA) reporting requirements.
• FMLA Management:
  Oversee and document Family and Medical Leave Act (FMLA) compliance, tracking employee leave timelines and coordination of short-term disability benefits.
• Personnel File Integrity:
  Direct the security and maintenance of audit-ready physical and digital personnel files, actively tracking professional educator licensure (PEL) status, qualifications, and credentials for all certified staff.

• Experience:
  
  A minimum of five (5) years of successful, verifiable experience managing complex payroll, benefit, and retirement reporting operations. Direct experience within an Illinois public school district business office is highly preferred.
• Software Mastery:
  Demonstrated, hands‑on proficiency in Skyward Qmlativ is strictly required. Highly proficient in Microsoft Excel (data analysis), ISBE IWAS portals (EIS), retirement systems (TRS Gemini/IMRF Employer Access), and Google Suite.
• Education:
  
  An Associate's or Bachelor’s degree in accounting, human resources, finance, business administration, or a closely related field is preferred; exceptional, direct public school district experience will be heavily weighted in lieu of a degree.
• Knowledge Base:
  Comprehensive understanding of the Illinois School Code, public sector fund accounting basics, TRS/IMRF tier structures, and payroll compliance laws.
• Core Competencies:
  
  Uncompromising ethical standards and discretion; ability to manage multiple strict statutory deadlines independently; superior written and interpersonal communication skills suited for an upscale, collaborative, and professional educational environment.