Payroll Specialist - Job Description

Department: Business & Finance Operations

Reports To: Finance Director / Business Manager

FLSA Status: Non-Exempt

Employment Type: Full-Time (12 Months)

Position Overview

Manchester City Schools is seeking a dedicated, detail-oriented Payroll Specialist to oversee and manage the full cycle of payroll processing for certified and classified district staff. This role ensures accurate compensation, benefits management, state reporting, and compliance with local, state, and federal guidelines.

Key Responsibilities

1. Payroll Processing & Administration

• Process monthly payroll for all district personnel, including full-time, part-time, substitute, and seasonal staff.
• Review timecards, attendance records, leave balances, and overtime authorizations for accuracy.
• Calculate retroactive pay, stipends, extra duty pay, dock days, and leave adjustments.
• Maintain accurate employee compensation records, withholdings, tax allowances, and direct deposit details.

2. Benefits, Deductions & Leave Administration

• Administer statutory deductions (FICA, Medicare, Federal/State income tax withholding).
• Coordinate voluntary deductions, including health, dental, vision, life insurance, 401(k)/457 plans, and garnishments.
• Reconcile monthly benefit billing invoices against payroll deductions and process vendor payments.
• Manage state teacher retirement system (TCRS) reporting, contribution tracking, and annual reporting.
• FMLA & Long-Term Leave Management: Coordinate with HR to track, process, and reconcile Family and Medical Leave Act (FMLA), paid/unpaid long-term medical leave, disability pay, and sick leave accruals during extended absences.
• Workers' Compensation Administration: Process and audit payroll-related components for Workers' Compensation claims, ensuring accurate calculation of wage continuation, supplemental pay, tax exemptions, and coordination of benefits during injury leave.

3. Compliance, Reporting & Audits

• Prepare quarterly and annual tax reports (Form 941, W-2s) and file required state/federal filings on time.
• Conduct regular payroll audits to ensure adherence to school board policies, FLSA, FMLA, Workers' Compensation, and state education regulations.
• Assist internal and external auditors by providing payroll schedules, reports, and backup documentation.
• Generate regular payroll summary reports for the Finance Director and Superintendent.

4. Employee Support & Communication

• Serve as the primary point of contact for staff payroll inquiries regarding paychecks, tax withholdings, deductions, and leave status.
• Assist onboarding employees with payroll setup, direct deposit forms, and tax withholding setup.
• Maintain strict confidentiality regarding sensitive employee financial and personal information.

Qualifications & Skills

Education & Certification

• Required: High School Diploma or equivalent.
• Preferred: Associate degree or Bachelor’s degree in Accounting, Finance, Business Administration, or related field.
• Bonus: Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC).

Experience

• Preferred: 3 years of professional payroll processing experience, ideally within K-12 public education or local government sector.
• Working knowledge of Tennessee Consolidated Retirement System (TCRS) or public employee retirement systems preferred.
• Experience managing FMLA, extended leave payroll integration, and Workers' Compensation pay coordination preferred.

Technical & Soft Skills

• Proficiency with school finance/payroll enterprise systems
• Strong proficiency in Microsoft Excel and financial software.
• Thorough understanding of FLSA, FMLA, Workers' Compensation laws, employment tax laws, and payroll compliance.
• Excellent organizational skills, attention to detail, and ability to meet strict deadlines.
• Strong written and verbal communication skills.

Physical Requirements & Working Conditions

• Standard office setting with extensive computer use and data entry.
• Ability to lift up to 15 pounds (files/reports) on occasion.
• Other responsibilities as needed.