Job Title: Payroll Specialist Exemption Status/Test: Nonexempt

Reports to: Director of Finance Date Revised: 6/2/2025

Dept./School: Business Services Days: 226

Primary Purpose:

Compile and prepare regular district payroll, including related reports and deposits. Work under moderate supervision to ensure accurate and timely preparation of payroll records according to prescribed procedures and regulations.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of basic payroll accounting procedures

Ability to maintain accurate and auditable records

Ability to use software to create spreadsheets, databases, and do word processing

Proficiency in keyboarding and file maintenance

Ability to work with numbers in accurate and rapid manner to meet established deadlines

Effective organizational, communication, and interpersonal skills

Experience:

2 years payroll accounting experience

Major Responsibilities and Duties:

Payroll Accounting

1. Prepare accurate district payroll for distribution to employees following established procedures.

2. Receive and audit time sheets for all district employees. Calculate employee wages, salaries, hours worked, overtime pay, and determine withholdings, deductions, and net pay.

3. Balance payroll earnings and deductions; initiate related transfers of funds and deposits.

4. Maintain district payroll registers, employee payroll information, and other original documentation in an orderly and accurate manner in accordance with state, federal, and district requirements.

Data Entry

5. Prepare and post all payroll changes including payroll deductions, salary changes, termination, and new employee information.

6. Records and Reports

7. Compile, maintain, and file all reports, records, and other documents as required including maintaining payroll and related files such as payroll records, absent-from-duty reports, and service records.

8. Prepare and submit payroll reports and forms including those required by Internal Revenue Service, Texas Workforce Commission, Texas Retirement System, Federal Insurance Contributors’ Act (FICA), Medicare, Texas New Hire Reporting, and Workers’ Compensation Commission.

Reception and Phones

9. Receive and direct incoming calls, take reliable messages, and route to appropriate staff.

10. Greet visitors (e.g. public, parents, students, substitutes, vendors, etc.) respond to their inquiries and/or direct them to appropriate personnel in accordance with district policies and procedures regarding building security.

11. Maintain visitor log and issue visitor passes.

12. Respond to emergency calls and notify appropriate parties to address immediate safety and/or security issues.

13. Receive deliveries and disseminate materials and information to the appropriate parties.

Other

14. Work cooperatively with human resource department, principals, department heads, campus and department secretaries, and employees to ensure accuracy of information reported. Resolve payroll problems and inquiries.

15. Provide clerical assistance as needed.

16. Respond to requests from financial institutions regarding verification of employment.

17. Maintain confidentiality of information.

18. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

None.