What are the responsibilities and job description for the Senior Payroll Specialist position at Trinity Basin Preparatory Public Schools?
PRIMARY PURPOSE:
Under the supervision of the Executive Director of Accounting (EDA), the Senior Payroll Specialist is responsible for the accurate and timely processing of payroll for all district employees. This role supports state and federal reporting requirements, manages payroll-related data integrations, ensures compliance with TRS and IRS guidelines, and provides essential administrative support to Human Resources and Finance. The ideal candidate is detail-oriented, collaborative, and experienced in K–12 charter school payroll operations.
QUALIFICATIONS:
Required
• Bachelor’s degree in accounting, business, or related field preferred.
• 3 years of payroll experience, preferably in K–12 education or government/public sector.
• Strong understanding of payroll laws, deductions, and tax compliance (federal and state).
• Excellent attention to detail, confidentiality, and organizational skills.
• Proficiency with payroll/HRIS systems and Microsoft Excel.
Preferred
• Experience with TRS (Teacher Retirement System of Texas) reporting and processes.
• Experience using Skyward (ERP/HR/Payroll modules).
• Familiarity with PEIMS employee data requirements.
• Knowledge of TEA and charter-school-specific regulations.
Key Competencies
• Strong analytical and problem-solving abilities.
• Ability to meet strict deadlines and manage multiple priorities.
• High level of professionalism and customer service when interacting with employees.
• Team-oriented and collaborative with HR, Finance, and campus staff.
MAJOR RESPONSIBILITIES & DUTIES:
ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following. Other duties may be assigned.
Payroll Processing & Compliance
• Process bi-weekly or semi-monthly payroll for all employees, ensuring accuracy, completeness, and
compliance with district policies and applicable regulations.
• Maintain and update employee payroll records, deductions, benefits, and wage adjustments.
• Audit timekeeping records, leave balances, stipends, and supplemental pay entries for accuracy.
• Review payroll exceptions and resolve discrepancies in coordination with HR and campus administration.
Reporting & Reconciliation
• Perform monthly and quarterly payroll reconciliations, including validation of wages, benefits, deductions,
employer contributions, and liability accounts.
• Prepare payroll tax reports (monthly, quarterly, and annual) and upload filings to the appropriate state and
federal portals.
• Submit payment instructions for payroll-related tax disbursements and other statutory remittances.
State & Federal Reporting (PEIMS Support)
• Support the PEIMS Coordinator with employee-related submissions, including data verification, coding, and
correction of payroll-related elements.
• Ensure payroll components align with TEA, state, and federal reporting definitions and timelines.
Benefits & TRS Administration
• Coordinate with TRS for employee contributions, membership changes, and reporting requirements.
• Review TRS reports and reconcile discrepancies with HR and Finance.
• Serve as a point of contact for TRS-related payroll issues.
Systems & Tools
• Utilize Skyward (or other district ERP systems) to process payroll, maintain records, and generate reports.
• Assist with system updates, payroll calendar setup, and configuration related to payroll operations.
• Maintain data integrity and ensure compliance with internal controls.
Internal Support & Customer Service
• Respond to employee questions regarding pay, deductions, timesheets, and tax forms.
• Coordinate with HR on new hire onboarding, terminations, and updates related to employee status
• Support Finance with year-end close, audit requests, and other payroll documentation needs.
MENTAL AND PHYSICAL DEMANDS & ENVIRONMENTAL FACTORS
While performing the duties of this job, the employee is regularly required to sit; use hands to grasp, handle, or feel; endure prolonged use of the computer; and talk or hear. The employee is regularly required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.