Job Description

Position Title: Payroll and Benefits Specialist

Reports To: Treasurer/CFO

FLSA Status: Non-Exempt

Contract: 260 Days (or as established by the Board of Education), 8 hours per day

Position Summary

The Payroll and Benefits Specialist is responsible for the accurate and timely processing of payroll for all district employees. This position ensures compliance with federal, state, and local regulations; maintains payroll records; administers payroll-related deductions and reporting; and provides excellent customer service to district staff regarding payroll and benefit matters.

Essential Duties and Responsibilities

Payroll Processing

• Prepare, process, and distribute payroll for all district employees using USPS Redesign State Software.
• Review and verify timesheets, attendance records, supplemental contracts, and payroll inputs.
• Maintain payroll control spreadsheet for each pay and balance to payroll system.
• Calculate wages, overtime, leave balances, and deductions.
• Process payroll adjustments, retroactive pay, and final pay calculations.
• Ensure payroll deadlines are met accurately and consistently.
• Do all of the above in accordance with current negotiated agreements and board policy.

Regulatory Compliance

• Ensure compliance with applicable federal, state, and local payroll laws and regulations.
• Maintain compliance with Ohio retirement system reporting requirements, including School Employees Retirement System (SERS) and State Teachers Retirement System (STRS) reporting.
• Prepare and submit payroll tax filings and related reports.
• Maintain confidentiality of payroll and personnel information.

Benefits and Deductions Administration

• Process employee deductions including insurance, retirement contributions, tax withholdings, garnishments, and voluntary deductions.
• Reconcile payroll-related deductions and remittances to vendors.
• Coordinate payroll changes related to employee benefits enrollment and status changes.
• Coordinate annual open enrollment for insurance including employee meetings as needed.

Record Keeping and Reporting

• Maintain accurate payroll records and supporting documentation.
• Prepare payroll reports for auditors, administrators, and regulatory agencies.
• Assist in year-end payroll processing, including W-2 preparation and reporting.
• Support annual audits by providing required documentation and explanations.

Customer Service

• Respond to employee inquiries regarding payroll, taxes, deductions, and leave balances.
• Assist administrators and supervisors with payroll-related procedures and requirements.
• Provide training and guidance regarding payroll processes when necessary.

Additional Duties

• Cross train with Accounts Payable/Receivable position.
• Participate in professional development activities.
• Perform other duties as assigned by the Treasurer/CFO or designee.

Qualifications

Education

• Associate degree in Accounting, Business Administration, Finance, or a related field preferred.
• Equivalent combination of education and experience may be considered.

Experience

• Minimum of two years of payroll, accounting, or related financial experience preferred.
• Payroll experience in public education or governmental organizations preferred.

Knowledge, Skills, and Abilities

• Knowledge of payroll practices, accounting principles, and financial recordkeeping.
• Proficient understanding of the Uniform School Accounting System account codes.
• Familiarity with Ohio public school payroll requirements preferred.
• Proficiency with payroll systems, spreadsheets, and financial software.
• Strong mathematical, organizational, and analytical skills.
• Ability to maintain confidentiality and handle sensitive information.
• Strong communication and customer service skills.
• Ability to meet deadlines and manage multiple priorities.

Licenses/Certifications

• Payroll certification preferred but not required.

Physical Requirements

• Ability to sit, stand, walk, bend, and use standard office equipment.
• Ability to lift and carry up to 25 pounds occasionally.

Working Conditions

• Office environment with frequent interaction with employees, administrators, and outside agencies.
• Occasional overtime may be required during payroll processing periods, fiscal year-end, and audits.