Payroll and Personnel Coordinator

TITLE: Payroll and Personnel Coordinator SUMMARY: Reporting to the School Business Administrator and Director of Operations, the Payroll and Personnel Coordinator is responsible for skilled financial data processing and record keeping in the connection with the School Department payroll as well as maintaining related files and records; responsible for performing a variety of clerical and computer application functions which require focus, high attention to detail, accuracy, and the exercise of judgment in carrying out duties; serves as the primary contact person for employees with respect to pay and other matters relating to employment. ESSENTIAL DUTIES AND RESPONSIBILITIES: Payroll Administration and Legal Requirements •Maintains accurate payroll information by updating systems and entering pertinent data; updates payroll records by reviewing and approving changes in exemptions and deductions or in accordance with instructions and approvals received in writing from the Superintendent’s Office regarding employee transfers, changes in wages, or new hires/terminations; •Processes bi-weekly employee payroll in a timely and efficient manner; maintains employee confidence and protects payroll operations by keeping information confidential; •Processes special payroll payments, including stipends, longevity payments, retroactive adjustments, and other irregular payroll transactions while maintaining accurate payroll records; •Balances the payroll by account, ensuring payroll expenses are properly allocated to appropriate funding sources, including general funds, grants, revolving accounts, and other budget categories; and resolves payroll discrepancies and maintains payroll guidelines by writing and updating policies and procedures; •Complies with federal, state, and local legal requirements by studying existing and new legislation by enforcing adherence to requirements, and by advising management on needed actions; Personnel Coordination •Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies; •Keeps abreast of state and federal statutes/regulations regarding labor and hiring practices; •Maintains personnel records of employee information, including individual payroll deductions, leave time, insurance, retirement, and other fringe benefits, ensuring paperwork is filed and maintained in accordance with state law; •Provides training to employees, as needed, in relation to personnel topics; •Coordinates with the Superintendent’s Office in connection with new employee hires, employee transfers, resignations, terminations, separations of employment, and leaves of absence; •Maintains related webpages on District website, keeping information relevant/current; •In consultation with the Superintendent’s Office, administers salary schedules, personnel transactions, and resolves disputes arising over payroll matters; assists departments with payroll and personnel issues, as necessary; •Working in collaboration with the Superintendent’s Office, creates and implements personnel-related forms and processes to improve efficiencies in the administration of employee benefits; •Works in close collaboration with the District’s Data Coordinator in connection with required employment data for state reporting purposes; •Processes, reviews, and maintains criminal offender (CORI) and sex offender (SORI) information for employees; responsible for updating employee payroll database with report dates; •Completes all federal and state reports, as required (EEOC); •Tracks completion of yearly staff mandatory training on prescribed software, and sends reminders, as appropriate; •Adheres to strict confidentiality in connection with all matters related to personnel; Retirement Administration •Serves as liaison between the Town’s Human Resources Department and District employees; assists with annual open enrollment and benefit changes; •Coordinates retirement system deductions and reporting for the Massachusetts Teachers’ Retirement System (MTRS), Worcester Regional Retirement System (WRRS), and Massachusetts Deferred Compensation SMART Plan (OBRA), including preparation of required monthly reports, applications, and documentation; Leave and Attendance Administration •Maintains and administers the District’s absence management and substitute placement software, ensuring compliance with collective bargaining agreements, individual employment contracts, and is responsible for reconciliation of leave balances; •Administers and monitors employee requests for leave, including state and federal statutes (Family Medical Leave Act, Maternity Leave, Massachusetts Small Necessities Leave Act, etc.), including determining eligibility, sending legal notices (designation/rights), reviewing medical certifications, tracking intermittent leave, and ensuring compliance; Workers’ Compensation and Unemployment Administration •Administers the District’s Workers’ Compensation program, including claims coordination, payroll adjustments, and maintaining required documentation and records; Submits and keeps record of accident reports relative to workers’ compensation; participates in workers’ compensation hearings; •Responsible for administration of the District’s unemployment claims; evaluates employee separations, gathers documentation, and responds to state inquiries within required timelines to manage District liability; maintains electronic records in the Unemployment Insurance Information System to ensure proper payment and/or prevent fraudulent activity; acts as primary liaison and represents the District at administrative unemployment compensation hearings, as needed; Financial Reporting and Budget Support •Assists the School Business Administrator and Director of Operations with payroll analysis and reporting, including salary projections, contract negotiation scenarios, and budget preparation support; Staff Support •Assists with implementation, maintenance, and staff training related to payroll and personnel systems, including Harpers and ReadySub; •Adhere to and interpret District collective bargaining agreements and employment contracts, ensuring all duties pertinent to and affected by this role are in compliance; •Assists Administrators with the mediation of workplace disputes and complaints, and implements restorative practices to maintain a positive work environment; •Responsible for written communications, including interdepartmental communications and responses to inquiries from external agencies and individual employees; •Provides customer service and support to current and former employees by responding to payroll inquiries, assisting with forms and employment verifications, retirement applications, and performing related duties as assigned by the School Business Administrator and Director of Operations; •Provides backup to other areas of the Business Office, as requested. MINIMUM QUALIFICATIONS: Education and Experience Bachelor’s Degree preferred. Prior municipal and/or public school experience strongly desired. Minimum of five (5) years of experience in administering and overseeing payroll with broad knowledge and experience in state/federal employment law, employee relations, and liability issues. Knowledge of working with union contracts and with multi-site organizations is preferred, and experience working with personnel records and processing payroll is required. SHRM Certification strongly preferred. Knowledge, Skills, and Abilities Working knowledge of Microsoft and Google applications, Harpers Payroll software, database management, website maintenance, and web-based skills; knowledge of general math, including adding, subtracting, multiplying, and dividing all units of measure, common fractions, and decimals. Ability to apply concepts such as fractions, percentages, rates, ratios, and proportions to practical situations. Skill-based competencies include above-average oral and written communication skills, the ability to effectively present, respond to, and clarify complicated concepts. Excellent counseling, negotiation, mediation, and interpersonal skills; portray a positive and professional attitude at all times; strong analytical and problem-solving skills, exercising effective judgment, sensitivity, and flexibility with changing needs and situations. Ability-based competencies include attention to detail and commitment to creating effective systems; Ability to operate a keyboard, handle interruptions, maintain productivity, work with diverse personalities, working independently and collaboratively highly organized with demonstrated successful management of multiple complex assignments on a daily basis; leading change and people; enhance communication, critical thinking skills, and collaboration among administrative and professional personnel; promote team-building and shared responsibilities among administrative and professional personnel; and perform responsibilities at a high level. PHYSICAL DEMANDS: While performing the duties of the job, an employee may be required to remain in a stationary position for extended periods; and required to lift and move up to 30 lbs. Accommodations may be made for individuals with disabilities to perform the functions. WORK ENVIRONMENT: This job is performed in a generally clean and healthy indoor office environment. The essential duties and responsibilities listed are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment of the position.

Salary : $60,000 - $70,000