What are the responsibilities and job description for the 1.0 FTE Payroll Process Coordinator - Regular position at Bend-La Pine Schools?
Brief Description
Bend-La Pine Schools
Bend, Oregon 97703
Bend-La Pine Schools is committed to the principle of equity. Equity supersedes the notion of equality, where all are treated the same. Pursuing equity requires the removal of barriers and the promotion of inclusive practices so that all students fully benefit. The principle of equity will inform all BLS policies, regulations, programs, operations, practices, and resource allocations.
Studies have shown that some individuals (women and people of color, for example) are less likely to apply for jobs unless they believe they meet every single qualification in a job description. Our goal is to find the best candidate for the position, and we acknowledge that that candidate may be an individual from a less traditional background. We encourage you to apply, even if you don't believe you meet every one of our qualifications described. If you are unsure whether you meet the qualifications of a position, or how this would be determined, please feel free to contact Human Resources to discuss your application.
Position Title: Payroll Process Coordinator
Department: Payroll
Reports To: Assistant Director of Finance - Payroll Operations
Job Definition
The Payroll Process Coordinator serves as the lead technical expert for payroll operations, ensuring compliance, accuracy, and efficiency in both payroll processing and the underlying data in the payroll system. Under minimal supervision, this role leads, instructs and reviews the work of the Payroll Specialists to ensure that payroll processes are efficient, and that payroll checks, fringe benefits and other payments are disbursed accurately and timely. This position does not directly manage people, but serves as the primary resource for Payroll Specialists by providing subject matter expertise, training, guidance and tier 1 decision making to resolve complex payroll issues or move department work forward. These tasks are performed with considerable reliance upon the use of independent judgment. Decisions are generally based on readily available materials, experience, and foundational knowledge of payroll rules, laws, regulations and best practices.
The Payroll Process Coordinator will also perform highly complex accounting work in support of Payroll operations. These tasks will include activities such as reconciling payroll liability accounts, creating journal entries, calculating data, verifying accuracy, performing audits and reviewing source documents.
The Payroll Process Coordinator also serves as a liaison for the payroll team, proactively collaborating with staff throughout the district as a department representative. Strong interpersonal skills will be required to improve the flow of information to the Payroll department and to resolve compliance or customer service issues originating outside of the department.
Essential Job Functions
The Payroll Process Coordinator primarily works in an office setting, requiring extended periods of sitting, computer use, and detailed focus on tasks. Frequent interaction with administrators, teachers, classified employees, and other stakeholders necessitates strong human relations and communication skills to handle personal and telephone inquiries effectively and professionally.
This role involves managing heavy workloads, inflexible deadlines, and occasional conflicting priorities, requiring the ability to exercise sound judgment and maintain a pleasant, professional demeanor, even in high-pressure situations. This role may also need to lift or move materials, equipment, or boxes weighing up to 30 pounds.
The position requires adaptability to changing priorities, attention to detail, and a commitment to accuracy in maintaining sensitive payroll and employee records. Collaborative teamwork and problem-solving are key to ensuring success in a dynamic and deadline-driven environment.
Knowledge
KNOWLEDGE, SKILLS AND ABILITIES:
EDUCATION AND EXPERIENCE:
Employees of Bend-La Pine Schools are expected to adhere to all Bend-La Pine Schools policies and regulations, ensuring compliance with established procedures and expectations. They are to prioritize the well-being of students, aligning their conduct with the core values of public education and the mission, vision, and goals of Bend-La Pine Schools. This entails maintaining consistent and punctual attendance while adhering to site and/or district protocols for reporting absences.
Professionalism extends to personal presentation, with employees expected to maintain attire and grooming appropriate to their roles. While carrying out everyday tasks independently, it's essential to maintain professionalism in how you communicate, both verbally and nonverbally, with students, parents/guardians, the public, and colleagues. This includes valuing and respecting cultural and background differences. Employees of Bend-La Pine Schools are entrusted with fostering a respectful working and learning environment, upholding confidentiality regarding student, staff, and district information at all times.
The statements herein reflect the general nature and level of work expected in this position and are not intended to be an exhaustive list of all responsibilities, duties, or qualifications.
Employees may be assigned additional duties as needed to support district operations, provide coverage, and ensure the effective functioning of the organization. This may include location changes of assignment to meet developing district needs.
Requirements
Please Provide:
Resume
Cover Letter
1 Letter of Recommendation
Note to Current Employees: The system will not allow you to directly upload supporting materials, so please email supporting documents to hr-recruitment@bend.k12.or.us
Bend-La Pine Schools
Bend, Oregon 97703
Bend-La Pine Schools is committed to the principle of equity. Equity supersedes the notion of equality, where all are treated the same. Pursuing equity requires the removal of barriers and the promotion of inclusive practices so that all students fully benefit. The principle of equity will inform all BLS policies, regulations, programs, operations, practices, and resource allocations.
Studies have shown that some individuals (women and people of color, for example) are less likely to apply for jobs unless they believe they meet every single qualification in a job description. Our goal is to find the best candidate for the position, and we acknowledge that that candidate may be an individual from a less traditional background. We encourage you to apply, even if you don't believe you meet every one of our qualifications described. If you are unsure whether you meet the qualifications of a position, or how this would be determined, please feel free to contact Human Resources to discuss your application.
Position Title: Payroll Process Coordinator
Department: Payroll
Reports To: Assistant Director of Finance - Payroll Operations
Job Definition
The Payroll Process Coordinator serves as the lead technical expert for payroll operations, ensuring compliance, accuracy, and efficiency in both payroll processing and the underlying data in the payroll system. Under minimal supervision, this role leads, instructs and reviews the work of the Payroll Specialists to ensure that payroll processes are efficient, and that payroll checks, fringe benefits and other payments are disbursed accurately and timely. This position does not directly manage people, but serves as the primary resource for Payroll Specialists by providing subject matter expertise, training, guidance and tier 1 decision making to resolve complex payroll issues or move department work forward. These tasks are performed with considerable reliance upon the use of independent judgment. Decisions are generally based on readily available materials, experience, and foundational knowledge of payroll rules, laws, regulations and best practices.
The Payroll Process Coordinator will also perform highly complex accounting work in support of Payroll operations. These tasks will include activities such as reconciling payroll liability accounts, creating journal entries, calculating data, verifying accuracy, performing audits and reviewing source documents.
The Payroll Process Coordinator also serves as a liaison for the payroll team, proactively collaborating with staff throughout the district as a department representative. Strong interpersonal skills will be required to improve the flow of information to the Payroll department and to resolve compliance or customer service issues originating outside of the department.
Essential Job Functions
- Oversees payroll processing accuracy and compliance with federal and state laws and regulations as well as district policies and procedures, ensuring all payroll operations align with legal and organizational standards.
- Serves as the primary technical resource for payroll operations, providing guidance and process oversight to Payroll Specialists to enhance accuracy, efficiency, and compliance.
- Interprets and applies payroll tax laws, benefit deductions, and contract agreements to ensure compliance.
- Responsible for timely reconciliation of all payroll liability accounts to ensure general ledger accuracy and that necessary adjustments are posted timely in the payroll and accounting systems.
- Reviews, updates, and maintains all payroll policies, procedures, and documentation to ensure clarity and accuracy.
- Conducts payroll audits and troubleshooting to maintain data integrity.
- Assists in the development and implementation of payroll system best practices and user training.
- Conducts training sessions for payroll processes and system usage.
- Reviews payroll data for accuracy, identifying errors and ensuring proper resolution.
- Prepares and reviews payroll reports for audits, budgeting, and financial planning.
- Ensures timely and accurate reporting of taxes, voluntary deductions, and fringe benefits.
- Evaluates payroll processes to identify inefficiencies, analyzes root causes, and recommends strategic improvements to enhance accuracy, efficiency, and compliance.
- Collaborates with HR, finance, and other departments to align payroll processes with district operations and initiatives.
- Performs related duties as assigned.
The Payroll Process Coordinator primarily works in an office setting, requiring extended periods of sitting, computer use, and detailed focus on tasks. Frequent interaction with administrators, teachers, classified employees, and other stakeholders necessitates strong human relations and communication skills to handle personal and telephone inquiries effectively and professionally.
This role involves managing heavy workloads, inflexible deadlines, and occasional conflicting priorities, requiring the ability to exercise sound judgment and maintain a pleasant, professional demeanor, even in high-pressure situations. This role may also need to lift or move materials, equipment, or boxes weighing up to 30 pounds.
The position requires adaptability to changing priorities, attention to detail, and a commitment to accuracy in maintaining sensitive payroll and employee records. Collaborative teamwork and problem-solving are key to ensuring success in a dynamic and deadline-driven environment.
Knowledge
KNOWLEDGE, SKILLS AND ABILITIES:
- Extensive understanding of payroll processes, payroll tax laws, and accounting principles.
- Strong grasp of labor contracts, employee classifications, and benefits administration.
- Compliance with federal and state regulations, including FLSA, FMLA, and IRS payroll reporting requirements.
- Proficiency in payroll and financial software, including Excel and HRIS/payroll systems.
- Strong analytical and problem-solving skills to manage complex payroll scenarios.
- Ability to train and support Payroll Specialists in understanding payroll processes.
- Exceptional communication skills to explain payroll concepts to employees and stakeholders.
- Ability to manage multiple priorities, work under pressure, and meet deadlines.
- High attention to detail and accuracy in handling confidential payroll information.
EDUCATION AND EXPERIENCE:
- Minimum of five (5) years of progressively responsible experience in payroll processing.
- Bachelor’s degree in Accounting, Finance, Human Resources, or a related field.
- Experience in a public sector, school district, or government payroll environment.
- Certified Payroll Professional (CPP) or similar credential.
Employees of Bend-La Pine Schools are expected to adhere to all Bend-La Pine Schools policies and regulations, ensuring compliance with established procedures and expectations. They are to prioritize the well-being of students, aligning their conduct with the core values of public education and the mission, vision, and goals of Bend-La Pine Schools. This entails maintaining consistent and punctual attendance while adhering to site and/or district protocols for reporting absences.
Professionalism extends to personal presentation, with employees expected to maintain attire and grooming appropriate to their roles. While carrying out everyday tasks independently, it's essential to maintain professionalism in how you communicate, both verbally and nonverbally, with students, parents/guardians, the public, and colleagues. This includes valuing and respecting cultural and background differences. Employees of Bend-La Pine Schools are entrusted with fostering a respectful working and learning environment, upholding confidentiality regarding student, staff, and district information at all times.
The statements herein reflect the general nature and level of work expected in this position and are not intended to be an exhaustive list of all responsibilities, duties, or qualifications.
Employees may be assigned additional duties as needed to support district operations, provide coverage, and ensure the effective functioning of the organization. This may include location changes of assignment to meet developing district needs.
Requirements
Please Provide:
Resume
Cover Letter
1 Letter of Recommendation
Note to Current Employees: The system will not allow you to directly upload supporting materials, so please email supporting documents to hr-recruitment@bend.k12.or.us