Confidential Payroll Specialist

Position Summary

Under the direction of the School Business Administrator or designee, the Payroll Specialist is responsible for the accurate, timely, confidential, and legally compliant administration and processing of payroll for all district employees.

The Payroll Specialist maintains payroll records; processes regular and supplemental payrolls; calculates wages, salaries, stipends, overtime, leave payments, deductions, and other compensation; administers authorized payroll deductions; processes pension and benefit-related payroll transactions; prepares required payroll reports; responds to employee payroll inquiries; and assists the Business Office with payroll reconciliations, audits, reporting, and other fiscal responsibilities.

The position requires a high degree of accuracy, confidentiality, organization, discretion, and knowledge of applicable federal and New Jersey payroll laws, regulations, district policies, collective bargaining agreements, salary guides, and Board of Education-approved compensation.

Essential Job Functions

Payroll Processing

• Process regular, supplemental, summer, and other authorized payrolls in accordance with established district payroll calendars.
• Review and verify employee time records, attendance information, leave records, salary information, additional compensation, stipends, overtime, substitute payments, and other payroll inputs.
• Calculate gross-to-net wages and verify payroll calculations for accuracy.
• Enter and maintain employee compensation, salary, position, deduction, direct deposit, tax, and other payroll information in the district's payroll/financial management system.
• Process payroll adjustments, corrections, retroactive salary adjustments, longevity payments, stipends, bonuses, additional assignments, and other Board-authorized compensation.
• Verify that payroll transactions are supported by appropriate documentation and authorization.
• Prepare payroll registers and related reports for review and approval by authorized district personnel.
• Prepare the secure distribution of payroll information, pay statements, and related documents.
• Process direct deposits, payroll checks, voids, reversals, stop payments, and other payroll adjustments in accordance with district procedures.
• Maintain accurate payroll records and supporting documentation.
  
  

Taxes and Statutory Payroll Deductions

• Calculate, process, reconcile, and report required federal, state, and local payroll taxes and authorized deductions.
• Process federal and New Jersey withholding requirements and assist with required quarterly and annual payroll reporting.
• Prepare or assist with preparation of W-2, W-3, 1099, and other applicable year-end tax reporting.
• Process authorized employee deductions, including pension contributions, health benefit deductions, flexible spending or other applicable benefit deductions, union dues, garnishments, tax levies, and other legally authorized deductions.
• Maintain documentation supporting all payroll deductions and ensure deductions are processed in accordance with applicable law, employee authorization, court orders, collective bargaining agreements, and district policy.
  
  

New Jersey Pension Administration

• Process payroll-related pension deductions and employer contributions for applicable New Jersey retirement systems.
• Process the reporting of salary and pension contribution information through applicable New Jersey Division of Pensions & Benefits systems, including EPIC and IROC, as assigned.
• Process employee enrollment, changes, corrections, and reporting related to applicable pension program.
• Reconcile pension and benefit contributions to payroll and financial records.
• Process retroactive salary reporting and other pension-related adjustments when required.
  
  

Employee Records and Confidentiality

• Establish and maintain accurate payroll and personnel-related records in accordance with district procedures and applicable retention requirements.
• Respond professionally and confidentially to employee questions regarding pay, deductions, leave balances, taxes, pension deductions, direct deposits, and other payroll matters.
• Provide payroll information to authorized employees, administrators, auditors, government agencies, and other authorized parties in accordance with applicable law and district procedures.
  
  

Reconciliation, Auditing, and Internal Controls

• Investigate and resolve payroll discrepancies.
• Identify payroll errors, irregularities, duplicate payments, unauthorized compensation, or other discrepancies and promptly report concerns to the appropriate administrator.
• Maintain organized payroll documentation to facilitate district audits and regulatory reviews.
  
  

Collective Bargaining Agreements And Compensation

• Apply provisions of applicable collective bargaining agreements, salary guides, employment contracts, Board resolutions, and district policies to payroll transactions.
• Process salary increases, step movement, longevity, stipends, extracurricular compensation, overtime, additional assignments, and other compensation in accordance with authorized agreements and approvals.
• Prepare or assist with retroactive salary calculations and adjustments following negotiated contract settlements.
• Maintain supporting documentation for compensation changes.
  
  

Compliance and Reporting

• Maintain payroll records in accordance with applicable federal and New Jersey requirements.
• Prepare required federal, state, pension, unemployment, disability, family leave, and other payroll-related reports.
• Remain current regarding changes to federal and New Jersey payroll laws, regulations, tax requirements, pension reporting requirements, and district policies.
• Assist with implementation of new payroll requirements and system changes.
• Cooperate with auditors and regulatory agencies as authorized.
• Attend required training and professional-development programs.
• Perform other duties or responsibilities assigned by the Business Administrator, or designee,
  
  

EVALUATION OF PERFORMANCE

Performance of this position will be evaluated annually in accordance with the New Jersey Administrative Code and Board of Education policy by the Assistant Business Administrator.

Computer Skills

Proficient in computer applications pertinent to support the position.

PHYSICAL DEMANDS

The physical demands described in this job description 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.

WORK ENVIRONMENT

The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.

Compensation & Benefits

Salary range: $65,000 – $85,000, commensurate with qualifications and experience and subject to Board approval, and/or employment contract.

Benefits include medical/dental/prescription, NJ public employee pension, paid leave, holidays, and other benefits as applicable.

Board Approval Date: April 22, 2013

Revised: June 21, 2021

Revised: July 25, 2022

Revised

Certified by: Mr. Kent Bania

Superintendent of Schools