Payroll Specialist And Executive Administrative Assistant Job Waco area,Texas USA,Administrative/Clerical

Payroll Specialist And Executive Administrative Assistant

Job : 5827257
Final date to receive applications: Posted until filled
Posted: Jul 10, 2026 7:00 PM (UTC)

Job Title: Payroll Specialist & Executive Administrative Assistant
Wage/Hour: Exempt/Professional
Reports To: Chief Education Officer
Pay Grade: Aux PG 7
Department: Central Office
DAYS: 226 days

Role and Purpose

Prepare and process regular district payroll, including related reports, deposits, records, and documentation, in accordance with prescribed procedures, timelines, and applicable regulations. Provide broad administrative support to the Education Department by coordinating office operations, maintaining records, supporting communications and scheduling, assisting with purchasing and departmental processes, and performing clerical duties necessary to ensure the efficient and effective operation of the department.

Qualifications

Education/Certification:

High school diploma or GED
Bachelor's degree preferred

Special Knowledge/

Skills:

Knowledge of basic payroll accounting procedures
Ability to maintain accurate and auditable records
Ability to use software to create spreadsheets, databases, presentations, and word processing documents
Proficiency in keyboarding, data entry, office organization, and file maintenance
Ability to work with numbers in an accurate and rapid manner to meet established deadlines
Ability to manage calendars, schedule meetings, prepare materials, and coordinate office communications
Ability to maintain confidentiality of payroll, employee, student, and department information
Effective organizational, communication, customer service, and interpersonal skills
Ability to prioritize multiple tasks, work with frequent interruptions, and support department operations in a professional manner

Major Responsibilities and Duties

Payroll Accounting

Prepare accurate district payroll for distribution to employees following established procedures.
Receive and audit time sheets for all district employees. Calculate employee wages, salaries, hours worked, overtime pay, and determine with holdings, deductions, and net pay.
Balance payroll earnings and deductions; initiate related transfers of funds and deposits.
Maintain district payroll registers, employee payroll information, and other original documentation in an orderly and accurate manner in accordance with state, federal, and district requirements.

Data Entry

Prepare and post all payroll changes including payroll deductions, salary changes, terminations, and new employee information.
Enter, update, and verify payroll, attendance, department, and office records in district systems as assigned.

Records and Reports

Compile, maintain, and file all reports, records, and other documents as required, including payroll records, absent-from-duty reports, service records, department correspondence, meeting materials, and other departmental files.
Prepare and submit payroll reports and forms including those required by Internal Revenue Service, Texas Workforce Commission, Texas Retirement System, Federal Insurance Contributions Act (FICA), Medicare, Texas New Hire Reporting, and Workers' Compensation Commission.
Prepare, proofread, copy, scan, distribute, and maintain department reports, forms, agendas, minutes, presentations, correspondence, and other office documents as assigned.

Administrative Support

Provide administrative and clerical support to the Chief Education Officer and the Education Department to support daily office operations.
Manage calendars, schedule appointments and meetings, reserve rooms, prepare meeting materials, and assist with follow‑up items as assigned.
Receive and screen telephone calls, visitors, email, and other communications; respond to routine inquiries and route requests to the appropriate staff member.
Assist with travel arrangements, conference registration, professional development logistics, and related documentation as assigned.
Assist with purchase requisitions, budget documentation, invoices, supply orders, inventory, and other department purchasing or office support processes in accordance with district procedures.
Coordinate department mail, deliveries, filing systems, office…