Payroll & Benefits Specialist

Job Description - Payroll & Benefits Specialist

Position Summary:  

Under the supervision of the Payroll Supervisor, this pivotal role ensures accurate, confidential, and timely payroll processing for all staff while administering comprehensive employee benefits, including medical, dental, vision, Flexible Spending Accounts(FSA), and 403(b) plans, serving as a key technical resource for employee inquiries and ensuring compliance with all state, local, federal, wage, tax, and regulatory requirements in a public school setting. 

Essential Duties and Responsibilities:

• Payroll processing & compliance, prepare and process weekly payroll, providing backup support for bi-weekly/monthly cycles, and managing calculations for stipends, extracurricular activities, and longevity payments in accordance with the Collective Bargaining Agreement(CBA) labor contracts.
• Maintain confidential employee payroll records, files, and documentation, including timesheets, direct deposits, enrollment, and tax forms, conducting regular quality control audits for data integrity.
• Reconcile payroll, resolve any discrepancies, and process adjustments, pay increases, transfers, leaves (FMLA/PPL), and handle manual check requests through City Hall for terminations and missed payments as needed.
• Review new hire onboarding files for quality control assurance against Payroll/HRIS system(Harpers Payroll Forward).
• Research and analyze payroll inquiries and process wage calculations when necessary.
• Benefits Administration, distributes all benefits enrollment materials and determines eligibility, tracks all employee benefits (medical, dental, vision, FSA, 403b), including status changes.
• Perform routine audits of wages and benefits, ensuring adherence to the district’s policies and regulations.
• Assists with the annual open enrollment and new hire orientations.  
• Primary point of contact for employee benefits questions, claims, and plan interpretation. Frequently communicate with City Hall benefits specialists to ensure accurate enrollment into the benefits portals.
• Coordinate with HR and City Retirement on retirement benefit-related matters.
• Maintain specific records for longevity, salaries, and contract-related compensation.
• System management, utilize and maintain HRIS/Payroll systems, assisting with updates, implementations, and process improvements to increase efficiency. 
• Performs other duties as assigned.

Minimum Qualifications:

• Extensive knowledge of payroll processing and employee benefits administration and compliance with FLSA, ACA, state, and federal laws.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Proficient with Microsoft Office Suite or related software.
• Proficient with or the ability to quickly learn payroll software.
• Ability to work successfully and collaboratively in a deadline-based environment.
• Ability to maintain confidentiality and data integrity.

Qualifications Preferred:

• Experience utilizing Harpers Payroll.
• Experience processing school district payroll and benefits.

Education, Training, and Experience:

• Bachelor's degree in accounting and/or human resources or related field of study.
• Two years of experience in payroll preferred.
• Demonstrated knowledge of school district structure.
• Demonstrated knowledge of Harpers Payroll and Aspen.
• Demonstrated proficiency in Google Workspace/Microsoft Office.

Reports To:

Payroll Supervisor, Payroll

Terms of Employment:

Twelve-month work year. 

Salary:

This is an exempt non-union position. Salary is commensurate with experience and education. Salary Range: $65,000-$80,000.

The Everett Public Schools, in accordance with its nondiscrimination policies, does not discriminate in its programs, facilities, or employment or educational opportunities on the basis of race, color, age, criminal record (inquiries only), disability, homelessness, sex/gender, gender identity, religion, national origin, ancestry, sexual orientation, genetics or military status, and does not tolerate any form of retaliation, or bias-based intimidation, threat or harassment that demeans individuals’ dignity or interferes with their ability to learn or work.