Payroll Specialist (substitute)

SUMMARY:
Under general direction of the Superintendent or designee, performs a variety of complex and technical payroll-related duties, including accurate data entry to employee pay records, distribution of paychecks to employees, preparation of accurate reports of payroll for use in fiscal accounting and budgeting operations. This position is distinguished by duties and responsibilities, which require great accuracy and employee relations skills; the use of independent judgment and initiative is necessary.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Organizes, directs, participates in and monitors payroll functions within established timelines.

• Prepares regular and supplemental classified and certificated payrolls, which includes regular and substitute employees, overtime compensation, supplemental assignments, retired consultant agreements, etc.

• Receives and audits District time reports for classified and certificated employees; review, verifies and tabulates hours worked and audits timesheets and other payroll documents for compliance with payroll rules and contract language.

• Posts payroll and related data; submits data to Mendocino County Office of Education for processing of salary warrants; prepares special payrolls as assigned.

Prepares and verifies payroll and other related reports. Communicates regularly with other departments (e.g., human resources, risk management, school sites, etc.) to obtain information necessary to complete timely adjustments to employee payroll processing.

• Plans, coordinates and prepares District payrolls.

• Ensures distribution of paychecks including the stuffing of envelopes, batch distributions to sites, etc.

• Conducts payroll analyses and projects payroll budget costs.

• Maintains payroll related records for District employees recording absences, accumulated sick leave, earned vacation benefits, overtime, extra duty pay and related information.

• Obtains, enters, maintains and monitors appropriate budget classification codes for payroll, including multi-funded positions; journal entries corrections as necessary.

• Obtains and interprets information and confers with staff on payroll-related matters regarding PERS, STERS, Worker’s Compensation, SDI, SUI, Ed Code, bargaining unit contract, etc.; implements necessary changes.

• Plans and prepares spread sheets, salary projections, salary schedules, negotiation work-ups and other written materials to provide needed fiscal and payroll information.

• Calculates, documents, and enters voluntary and involuntary payroll deductions.

• Calculates and writes employee contracts.

• Calculates rate of adjustment on SDI and Worker’s Compensation claims; tracks dates and notifies employees of changes in status; adjusts employee attendance records.

• Adjusts employee attendance records, ensuring that clearance forms are created at both start and end of absences.

• Posts workers’ compensation payments and audits differential dates to treatment provider orders.

• Reconciles voluntary invoice statements.

• Maintains, updates, and distributes employee contracts.

• Prepares and verifies payroll and other related reports.

• Develops and maintains employee calendars and salary schedules.

• Maintains and updates payroll related records.

• Completes necessary Federal, State and County and other related reports.

• Updates and maintains NopayB records.

• Confers with and assists school site personnel regarding funding sources, supplemental assignments, personal service contracts and other payroll matters.

• Assists staff, vendors and the public in the resolution of related problems.

• Provides training to site personnel on District payroll systems and procedures as needed to facilitate their timely submission of accurate timesheets and other payroll- related documents.

Composes correspondence to school personnel and others regarding payroll procedures. Takes telephone calls in a friendly and professional manner; gives information as required.

• Performs a variety of clerical duties, including word processing, proof-reading, filing, checking and recording information on records.

• Operates computer terminals, utilizing specialized accounting programs; inputs data to computerized records.

• Operates standard office equipment.

• Assists as needed with other business office functions.

• Performs other duties as assigned.

QUALIFICATIONS/REQUIREMENTS:

(AT TIME OF APPLICATION)

KNOWLEDGE OF:

Correct English usage, grammar, spelling, punctuation, and vocabulary. Methods, practices and terminology used in bookkeeping and financial record keeping. Interpersonal skills including tact, patience and courtesy. Practices and procedures of payroll record keeping and filing. Computer systems and accounting programs. Modern office practices, procedures and equipment. Telephone techniques and etiquette. Operation of a computer and other office equipment. Tax withholding, voluntary deductions, garnishments and fringe benefits.

ABILITY TO:

• Read, write, and speak English sufficiently to successfully perform required duties.

• Hear, speak, and write to receive and exchange information.

• Interpret, apply and explain rules, regulations, policies and procedures.

• Process payroll and related records for an extended period of time.

• Establish and maintain cooperative and effective working relationships with others.

• Learn payroll retirement reporting.

• Communicate effectively both orally and in writing.

• Perform responsible payroll record keeping duties with a high degree of skill and accuracy.

• Maintain records and prepare reports.

• Work confidentially with discretion.

• Operate standard office machines including adding, calculating and related machines.

• Operate a computer and applicable software including spreadsheets and database management.

• Meet schedules and timelines with many interruptions.

• Make arithmetic calculations with speed and accuracy.

• Work independently without close supervision.

• Type/keyboard with speed and accuracy.

• Maintain a work pace appropriate to given work load.

EDUCATION/EXPERIENCE AND OTHER QUALIFICATIONS:

• High school graduate or equivalent.

• Education equivalent of an Associate’s Degree in Business Administration, Accounting, or a related field; and/or,

• An equivalent of three (3) years experience in accounting or a related field.

WORK ENVIRONMENT/PHYSICAL DEMANDS:

• Office environment; subject to noise from operation of office equipment and frequent interruptions.

• High volume of work and tight deadlines, continuously changing priorities and interruptions.

• Sitting and viewing a computer monitor for extended periods of time.

• Dexterity of hands and fingers to operate a keyboard.

• Reach, bend, and stoop to file.

• Lift and move office supplies and equipment weighing up to 25 pounds

Pay: From $29.14 per hour

Application Question(s):

• Have you ever been convicted of a felony or misdemeanor, or do you currently have a felony or misdemeanor charge pending? Convictions include a plea of guilty, nolo contendere (no contest) and/or a finding of guilty by a judge or a jury, or a conviction that has been judicially dismissed or ordered sealed, including 'expungement' granted pursuant to Penal Code section 1203.4. (Note: Exclude convictions related to the use of marijuana that are over two years old)
• Have you ever been dismissed or asked to resign from any position?
• If you need a reasonable accommodation to participate in the hiring process, the district/county office will provide you with one upon notice.
• Under Senate Bill (SB) 848, effective January 1, 2026, all applicants must provide a comprehensive employment history of every education entity they have been employed at, regardless of the role or duration. This includes all school districts, county offices of education, charter schools, and state special schools. You must list all previous service, including full-time, part-time, and substitute assignments. If you worked at multiple sites within the same district, you only need to provide that information once. Failure to disclose any previous education employment is considered a material omission and may result in the disqualification of your application or dismissal if discovered after hiring.

When reporting employment at any educational facility, please provide the name of the school, the contact person with their phone number and email, along with their title.

• In order for your application to be complete, please answer all questions. If a questions is not applicable to you, please place a 'NA' next to the question.
• I certify that I have made true, correct and complete answers and statements on this application in the knowledge that they may be relied upon in considering my application, and I understand that any omission or falsely answered statement made by me on this application, or any supplement to it will be sufficient grounds for failure to employ or for my discharge should I become employed with the school district/County Office.

Education:

• High school or equivalent (Required)

Experience:

• Accounting: 3 years (Required)

Work Location: In person

Salary : $29