Payroll Clerk
Classified role processing payroll, managing timekeeping, and administering benefits deductions
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About Our Organization
We are committed to providing exceptional educational services and creating a positive learning environment for our students, staff, and community. Our organization values integrity, collaboration, innovation, and a commitment to excellence in everything we do.
Position Overview
The Payroll Clerk processes payroll for district employees, manages timekeeping records, and administers benefits deductions. This role requires meticulous attention to detail, proficiency in payroll software, and strict confidentiality when handling financial information. The clerk ensures accurate and timely payroll processing while maintaining compliance with labor laws and district policies.
Responsibilities
Payroll Processing
- Process bi-weekly or monthly payroll for all district employees
- Calculate regular pay, overtime, and special pay rates accurately
- Process payroll adjustments, retroactive pay, and corrections
- Verify timekeeping records and resolve discrepancies
- Process payroll deductions including taxes, benefits, and retirement contributions
- Generate payroll reports and distribute pay stubs
- Coordinate with accounting department for payroll journal entries
Timekeeping Management
- Maintain employee timekeeping records and timesheets
- Process leave requests and maintain leave balances (vacation, sick, personal)
- Calculate and process leave payouts and adjustments
- Monitor and track employee hours for overtime calculations
- Resolve timekeeping discrepancies with employees and supervisors
- Ensure compliance with labor laws regarding hours worked and overtime
Benefits Deductions
- Process employee benefits deductions including health, dental, and retirement
- Calculate and process benefits adjustments and changes
- Coordinate with benefits administrators regarding deduction amounts
- Maintain accurate benefits deduction records
- Process benefits deductions for new hires and terminations
- Reconcile benefits deductions with benefits providers
Compliance & Reporting
- Ensure compliance with federal and state labor laws and regulations
- Prepare payroll tax reports and coordinate with tax authorities
- Maintain accurate payroll records for audit purposes
- Generate payroll reports for management and accounting
- Assist with payroll audits and provide documentation as needed
- Stay current with changes in payroll regulations and requirements
Required Qualifications
- High school diploma or equivalent (minimum)
- Associate's degree in accounting, business administration, or related field preferred
- Two or more years of payroll processing experience preferred
- Proficiency in payroll software systems
- Strong mathematical and calculation skills
- Proficiency in Microsoft Office Suite (especially Excel) and Google Workspace
- Ability to pass background check and fingerprint clearance
- Strong attention to detail and accuracy in numerical work
- Excellent organizational and time management skills
- Ability to maintain strict confidentiality regarding financial information
- Understanding of basic payroll and tax principles
Preferred Qualifications
- Bachelor's degree in accounting, business administration, or related field
- Certified Payroll Professional (CPP) or working toward certification
- Previous experience processing payroll in an educational setting
- Advanced proficiency in specific payroll software (e.g., ADP, Paycom, etc.)
- Knowledge of public education payroll practices and retirement systems
- Experience with multi-state payroll and tax compliance
- Knowledge of labor laws and overtime regulations
- Experience with benefits administration and deductions
- Strong Excel skills for data analysis and reporting
Skills & Competencies
- Proficiency in payroll software systems and timekeeping platforms
- Strong mathematical and calculation skills with attention to detail
- Proficiency in Microsoft Office Suite (especially Excel) and Google Workspace
- Knowledge of payroll processing procedures and best practices
- Understanding of federal and state payroll tax requirements
- Knowledge of labor laws regarding hours worked, overtime, and leave
- Strong organizational and record-keeping abilities
- Excellent attention to detail and accuracy in numerical work
- Ability to maintain strict confidentiality regarding financial information
- Problem-solving skills for resolving payroll discrepancies
- Time management skills for meeting payroll deadlines
- Knowledge of benefits deductions and administration
- Understanding of accounting principles related to payroll
Work Environment
This position works primarily in a district office setting, processing payroll and managing timekeeping records. The payroll clerk works closely with the accounting department, HR department, and benefits administrators. The role involves extensive computer work and numerical calculations, requiring high attention to detail. The position requires strict confidentiality when handling employee financial information. The clerk must work efficiently to meet payroll processing deadlines while ensuring accuracy and compliance with regulations.
Physical Requirements
This position is primarily sedentary, requiring the ability to sit for extended periods (6-8 hours per day) while performing computer-based work. The role involves frequent use of computer keyboard, mouse, and telephone. Employees must have sufficient vision and hearing to perform essential job functions, including reading documents and communicating via phone and in person. The position requires manual dexterity for typing and handling documents. Occasional standing, walking, and lifting of light objects (up to 10 pounds) may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Benefits & Perks
Standard Benefits
We offer a comprehensive benefits package including medical, dental, and vision insurance, retirement plans, paid time off, holidays, and professional development opportunities. Additional benefits may vary based on employment status and location.
In Addition to Our Standard Benefits Package
Payroll staff receive:
- Professional development opportunities in payroll processing and software
- School calendar schedule with holidays and summers off (as applicable)
- Opportunities for advancement within finance and administrative support roles
- Experience working with payroll systems and compliance requirements
Legal & Compliance
Equal Opportunity Employer
We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
At-Will Employment
This position is at-will, meaning either the employee or the employer may terminate employment at any time, with or without cause or notice, except as may be limited by applicable law or collective bargaining agreement.
Background Check Policy
All offers of employment are contingent upon successful completion of a background check, which may include criminal history, employment verification, and reference checks, as permitted by applicable law.