Payroll Specialist

Payroll Specialist
12-month position
FLSA Status: Non-Union, Non-Exempt

POSITION OVERVIEW:
The Payroll Specialist is responsible for the accurate and timely preparation, processing, and maintenance of all district payrolls in compliance with state and federal regulations, collective bargaining agreements, and district policies. The position ensures that all payroll transactions are processed correctly within the MUNIS financial management system, supporting both the Human Resources and Finance departments.
The Payroll Specialist works closely with the Supervisor of Payroll and Benefits, as well as school administrators and staff, to ensure that employee compensation, leave, and benefits are administered accurately and efficiently.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Prepare and process biweekly payrolls for all district employees (certified, classified, administrative, temporary, and substitute) using MUNIS.
• Review timesheets, attendance records, and leave balances to ensure accuracy and compliance with collective bargaining agreements and district policies.
• Process payroll changes related to new hires, separations, step advancements, stipends, and adjustments.
• Audit payroll data for accuracy and resolve discrepancies related to pay rates, deductions, and leave.
• Maintain and update employee payroll records in MUNIS, including earnings, deductions, tax withholdings, and retirement contributions.
• Calculate and process retroactive pay, supplemental pay, and off-cycle payrolls as needed.
• Reconcile payroll accounts, deductions, and benefit contributions with the Finance Department.
• Generate and distribute payroll reports for internal use and for submission to state and federal agencies.
• Ensure compliance with Rhode Island General Laws, Department of Education requirements, and all applicable labor contracts.
• Prepare and file quarterly and annual payroll tax reports (e.g., W-2, 941, retirement).
• Assist employees with payroll and leave inquiries while maintaining confidentiality.
• Provide documentation and support during audits, year-end processing, and budget preparation.
• Collaborate with HR and Benefits staff to ensure consistency between payroll, benefits, and personnel data.
• Stay informed of changes to payroll laws, collective bargaining agreements, and district procedures.
• Perform other related duties as assigned by the Supervisor of Payroll and Benefits.

QUALIFICATIONS:

EDUCATION AND EXPERIENCE:

• Associate's degree in Accounting, Business Administration, or related field required; Bachelor's degree preferred.
• Minimum of three (3) years of payroll experience, preferably in a school district or public-sector environment.
• Proficiency with MUNIS payroll and HR modules required.
• Experience interpreting and applying collective bargaining agreements preferred.

 
KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong understanding of payroll regulations, wage and hour laws, and tax reporting requirements.
• High level of accuracy and attention to detail.
• Advanced proficiency in MUNIS, Microsoft Excel, and other Microsoft Office applications.
• Excellent organizational and time-management skills with the ability to meet strict deadlines.
• Strong analytical and problem-solving skills.
• Effective written and verbal communication abilities.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Customer-focused attitude and ability to work collaboratively across departments.

WORKING CONDITIONS

• Standard office environment within the school department.
• Extended hours may be required during payroll processing, fiscal year-end, or audits.
• Frequent collaboration with HR, Finance, and school-based staff.

 
COMPENSATION:

• Salary Range: $55,000 – $65,000 (non-exempt), based on experience and qualifications.

 
BENEFITS PACKAGE INCLUDES:

• Health Insurance: Medical, dental, and vision coverage options
• Retirement Benefits: Participation in a state pension plan (e.g., ERSRI), plus optional 403(b) retirement savings plan
• Paid Time Off: Vacation, sick leave, personal days, and paid holidays in accordance with district policy
• Life Insurance: Employer-sponsored coverage, with optional supplemental policies
• Employee Assistance Program (EAP): Access to counseling and wellness resources
• Professional Development Opportunities

 
 
 
 
THIS JOB SPECIFICATION SHOULD NOT BE CONSTRUED TO IMPLY THAT THESE REQUIREMENTS ARE THE EXCLUSIVE STANDARDS OF THE POSITION. INCUMBENTS MAY BE REQUIRED TO FOLLOW ANY OTHER INSTRUCTIONS, AND TO PERFORM ANY OTHER RELATED DUTIES AS MAY BE REQUIRED BY THEIR SUPERVISOR.
 

Salary : $55,000 - $65,000