Payroll Coordinator

The Payroll Coordinator serves as a trusted point of contact for employees while improving processes, maintaining confidentiality, and delivering accurate, timely payroll services across the district.

SCHEDULE

12 month in person position - 260/261 days per year

EDUCATION/LICENSE/EXPERIENCE REQUIREMENTS

High School Diploma Experienced with Microsoft operating systems & applications, Google Workspace, and a wide range of computer applications; quick to learn and adapt to payroll software Indiana Association of School Business Officials (IASBO) Certification (or pursuing) preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

Detail-oriented and driven toward a high level of accuracy in data entry and calculations Ability to audit, analyze, and reconcile payroll data Demonstrated ability to identify discrepancies and a determination to problem-solve, implement timely solutions, and meet strict deadlines Effective organizational skills Dependable, self-motivated, passionate work ethic Commitment to maintaining confidentiality of sensitive employee information Strong interpersonal and communication skills Ability to build relationships, work collaboratively, and adapt to changing regulations, systems and organizational needs to improve processes across the district

ESSENTIAL DUTIES, RESPONSIBILITIES, & SKILLS

Other duties may be assigned. Coordinate the payroll system, and review all additions, deletions, and changes in payroll information for accuracy. Ensure that payroll is compliant with corporation policies, federal, state, and local tax laws, labor laws, and union agreements. Check and maintain records for accuracy, completeness, and compliance with established standards and procedures. Absence tracking & time keeping: Set-up new employees in absence management & time keeping systems. Work with all buildings to assure absences tracked in the management system are accurate. Adjust when needed. Transfer/Input all absences into the payroll software system. Review and verify absence logs against the actual time cards. Audit time cards for math errors and obvious inconsistencies. Transfer/Input information and actual hours worked into the payroll software system. Process biweekly payroll corporation wide (includes certain deductions/payables). Print & mail all checks not electronically deposited each pay period. Maintain all INPRS records (enrollment, changes, etc.). Process quarterly TRF and PERF online reports and hard copy reports for distribution to the Director of Budget & Finance. Process and reconcile all related payroll reports including tax deposits and 941 quarterly filings. Process and reconcile local, state, and federal payroll reports for distribution to the Director of Budget & Finance. Process manual stipends and special payrolls as requested. Prepare leave payouts for contracted employees. Coordinate with HR to ensure employee benefits (health, dental, retirement plans, etc.) are processed correctly. Prepare & distribute teacher contracts & certified ECA contracts, updating as needed for special circumstances. Assist in setting up and maintaining employee records for the purpose of processing payroll. Set-up employees in the Doculivery pay stub system. Collaborate with the Director of Personnel in the division of duties associated with the new Employee Hub module. File personnel files and related documents. Move personnel files from current employee filing cabinets to archived filing cabinets as applicable. Track Retiree Substitute days. Track Extra Duty Assignments & other stipend positions making sure that all appointed employees are paid each school year. Complete documentation for court actions, garnishments, and child support. Handle verifications of employment related to payroll. Maintain Sick Bank reports to report to the Sick Bank Committee and assure all absences are following the teacher's contract. Handle Workers' Compensation Claims in collaboration with the Director of Personnel. Process unemployment claims. Serve as the primary point of contact for employees regarding payroll inquiries. Provide customer service to corporation employees that promotes communication and education related to payroll. Proactively communicate with employees on a regular basis, in mass and individually, regarding payroll updates and related changes. Process and distribute annual W-2 forms to all employees, State and IRS. Collaborate with the Director of Personnel on completion of the EEOC-5 and 100R reports. Participate in professional development, as assigned.

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general counseling periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.

MATHEMATICAL SKILLS

Ability to work with mathematical concepts appropriate to the duties assigned. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

OTHER SKILLS AND ABILITIES

Ability to apply knowledge of current research and theory to instructional programs; ability to plan and implement lessons based on division and school objectives and the needs and abilities of students to whom assigned. Ability to use appropriate language and accompanying techniques with adolescents on a one-to-one basis as well as in groups. Ability to establish and maintain effective relationships with students, peers and parents; skill in oral and written communication.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is continuously required to sit and talk or hear. Occasionally the employee will repeat the same hand, arm or finger motion many times. The employee must sometimes lift and/or move up to 20-30 pounds. The employee must be able to attend meetings in the evening and at other locations. Specific vision abilities required by this job include close vision such as ability to read handwritten or typed material, and the ability to adjust focus. The position requires the individual to meet multiple demands from several people and interact with the public and other staff.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet. The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties may be assigned to this position.