Administrative Assistant – Payroll Administration (Grade 4) – 52 Weeks

Danbury Public Schools serves 11,000 students in one of Connecticut's most diverse and vibrant communities. Located on Connecticut's western border with New York, our District employs more than 2,500 dedicated professionals across 13 elementary schools, 3 middle schools, the Danbury Career Academies at Danbury High School, our Alternative Center for Excellence, and the Danbury Education Complex that houses our Central Office Administrators. Throughout our District, we all remain committed to providing equitable, high-quality educational opportunities that inspire every student to reach their full potential.  Our employees are essential to our mission, and we value teamwork, innovation, professionalism, and a commitment to excellence in serving our students, families, and community.

Position Summary

Our Finance Department oversees a general fund budget of $175 million in appropriated funds, along side multiple significant grants and awards.   Working behind the scenes from our new Educational Complex at Apple Ridge, a growing team of Finance professionals bear overall responsibility for fiscal control of this spending, from payroll to grant compliance to health and welfare benefit funding.  Our current Coordinator of Payroll overees all payroll functions for 2.500 employees.  With this Administrative Assistant position, we are seeking someone with solid financial experience, a background reflecting interest and achievement in finance, keen attention to detail, and an overall mindset of team play, to support our Coordinator of Payroll.  In a typical day, the successful candidate will assist with payroll processing, employee record maintenance, data verification, reporting, and customer service support, all while ensuring the accuracy and confidentiality of critical payroll information.  To successfully fulfill these functions, this Administrative Assistant will work collaboratively with the Payroll Coordinator, the Human Resources team, other employees on the Finance team, and district employees to support timely and accurate payroll operations.

Essential Duties and Responsibilities

• Assist with processing biweekly payroll for over 2,500 district employees.
• Review, verify, and enter payroll data, including employee work hours, leave, stipends, overtime, and other payroll-related information.
• Enter and audit electronic timecards for accuracy and completeness.
• Assist in reviewing payroll calculations, deductions, taxes, union dues, and direct deposit information.
• Generate, review, and distribute payroll reports to verify payroll accuracy prior to processing.
• Maintain accurate payroll and employee records while ensuring confidentiality.
• Assist with maintaining payroll and Human Resources databases.
• Process payroll-related changes, including new hires, transfers, salary adjustments, deductions, and terminations.
• Assist with year-end payroll processing, fiscal year-end activities, W-2 preparation, and other required payroll reporting.
• Print and distribute payroll checks and related payroll documents as needed.
• Respond professionally to payroll inquiries from employees, supervisors, and departments.
• Assist with maintaining payroll files in accordance with district record retention requirements.
• Support payroll testing, system updates, and software implementations as needed.
• Prepare reports and spreadsheets using Microsoft Excel and other district software applications.
• Collaborate with Human Resources, Benefits, Finance, and other departments to ensure payroll accuracy.
• Perform general administrative support, including filing, scanning, data entry, correspondence, and other office duties.
• Perform other related duties as assigned.

Qualifications

The ideal candidate will possess:

• Exceptional organizational and time management skills.
• Strong attention to detail with a high level of accuracy.
• Ability to manage multiple priorities while meeting strict payroll deadlines.
• Excellent interpersonal and customer service skills.
• Strong written and verbal communication skills.
• Ability to maintain strict confidentiality.
• Strong analytical and problem-solving abilities.
• Proficiency with Microsoft Office, particularly Excel and Word, as well as Google Workspace.
• Ability to learn and effectively utilize payroll, financial, and Human Resources software systems.

Minimum Qualifications

• Associate degree in Business Administration, Accounting, Finance, or a related field preferred. Equivalent combination of education and experience may be considered.
• Minimum of two (2) years of successful payroll, accounting, finance, or related administrative experience.
• Experience processing payroll in a high-volume environment preferred.  
• Preference to those with experience in public sector finance in general, and in the educational sector in particular.
• Experience working in a unionized environment and interpreting collective bargaining agreements is highly desirable.
• Experience with Tyler Technologies Infinite Visions ERP or comparable payroll software strongly preferred.
• Demonstrated proficiency in Microsoft Excel, Word, and Google Workspace.
• Ability to successfully complete required district software assessments.

Working Conditions

• Pay Grade: Grade 4
• Schedule: 35 hours per week
• Position: 52 Weeks
• Salary: In accordance with the UPSEU collective bargaining agreement, currently $26.16 per hour.