Assistant Director of Payroll

Exempt

General Definition of Work

The Assistant Director of Payroll supports the director in the strategic planning, execution, and oversight of all payroll processes, functions, and staff. Their primary purpose is to ensure the accurate, secure, and timely delivery of compensation to all employees while maintaining strict compliance with local, state, and federal guidelines, tax laws, and policies. This role has direct management, along with the director, of day-to-day payroll operations, managing the integrity and utilization of the payroll system, leading the training and supervision of the payroll team, and engaging in high-level analysis to optimize funding and positions, and resolve escalated pay issues.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Salary

Pay Grade NC18.E

Reports to

Payroll Operations Director

Essential Functions

• Support the director by providing leadership and oversight in the execution of the district's payroll functions.
• Direct the management of the complete payroll cycle, including processing new hires, changes, terminations, time/absence reporting, benefits administration, and final payroll submission.
• Direct the analysis, editing, and entry of payroll data for accurate accounting, reporting, and reconciliation.
• Process and administer electronic direct deposits (ACH) and other compensation disbursements efficiently.
• Manage and maintain all voluntary and involuntary employee deductions (e.g., benefits, garnishments, retirement contributions).
• Assist the director in budget and position control to ensure maximum funding optimization.
• Maintain continuous expertise in federal and state payroll tax and withholding laws, ensuring the district remains compliant with all regulatory changes and reporting requirements.
• Ensure strict compliance with all policies, rules, regulations, and laws governing North Carolina school finance and payroll, including NCDPI guidelines.
• Direct the accurate preparation and submission of W-2 forms and the annual W-2 file to appropriate State and Federal departments.
• Prepare, reconcile, and submit various mandated local, State, and Federal reports and surveys related to compensation.
• Resolve monthly audit exceptions promptly according to NCDPI guidelines, making all required adjustments through the BUD system or relevant HRIS/finance software.
• Assist with the implementation and oversight of finance and payroll policies and procedures.
• Assist with the maintenance of salary tables and compensation schedules in compliance with local and state guidelines.
• Serve as an escalation point to timely resolve complex employee and vendor inquiries related to payroll, accounting, and compensation data.
• Coordinate and complete special projects, complex analysis, and required reports for the director or senior leadership.
• Collaborate with administration, treasurers, trainers, and the payroll team to continually improve essential payroll functions and efficiency.
• Oversee the set up and maintenance of the annual payroll calendar.
• Perform related tasks as assigned.

Knowledge, Skills, and Abilities

• Extensive knowledge of payroll accounting concepts and principles, generally accepted accounting concepts, including school system payroll and benefits administration.
• Advanced proficiency in Microsoft Excel for complex data analysis and reporting.
• Familiarity with relevant payroll/finance software (e.g., LINQ and TimeKeeper preferred).
• Ability to perform numerical analysis with speed and accuracy.
• Exceptional organizational skills and ability to effectively multitask, prioritize, and meet strict deadlines.
• Proven ability to exercise independent judgment and initiative.
• Strong communication skills, both written (e.g., preparing comprehensive reports) and verbal (e.g., resolving inquiries).
• Ability to work independently and maintain effective working relationships.
• Knowledge of standard office management practices.

Education and Experience

• Preferred: Bachelor’s degree in accounting, finance or related field.
• Minimum: Considerable experience working with governmental or public school accounting, **AND/OR** a minimum of five to ten years' experience in payroll accounting or similar role.
• An equivalent combination of education and experience considered.

Special Requirements

• None

Physical Requirements

• This work requires the occasional exertion of up to 10 pounds of force.
• Work regularly requires sitting, speaking, or hearing, using hands to fingers, handle or feel and repetitive motions.
• Work occasionally requires standing, walking, stooping, kneeling, crouching, or crawling with hands and arms, pushing, or pulling and lifting.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of spoken word; hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities.
• Work is generally in a moderately noisy location (e.g., business office, light traffic).

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees for this job.