Days per Year: 226

Min: $102,021

Mid: $122,917

JOB DESCRIPTION

JOB TITLE: Director of Payroll

REPORTS TO: Chief of Business Services    

WAGE/HOUR STATUS:  Exempt

PAYGRADE: AM 5 

PRIMARY PURPOSE

The Director of Payroll leads the district’s payroll operations and supervises Payroll staff to ensure employees are paid accurately and on schedule.  The position directs payroll procedures, calendars, reconciliations, reporting, and related systems and coordinates payroll activity with Human Resources, Benefits, Budget, Accounting, campuses, and departments.

The Director maintains effective internal controls and ensures payroll transactions, tax filings, retirement deposits, deductions, and payroll records comply with applicable federal, state, and local requirements.  The Director uses financial and operational data to resolve issues, advise the Chief of Business Services, and improve service, accuracy, and efficiency.

All employees of Spring ISD are expected to act with integrity, support organizational goals, communicate in a clear and respectful manner, champion the needs of our students and drive continuous improvement.

QUALIFICATIONS

 Required:

• Bachelor’s degree in accounting, finance, business, or a related field from an accredited college or university.
• At least three years of progressively responsible experience in payroll, accounting, or a related financial function.

Preferred:

• At least five years of related experience, including experience supervising or leading staff.
• At least two years of experience working in a public school district.
• Experience applying payroll requirements in the Texas Education Agency Financial Accountability System Resource Guide (FASRG).

SPECIAL KNOWLEDGE/SKILLS:

• Knowledge of payroll administration, accounting principles, payroll tax reporting, and financial controls.
• Knowledge of applicable federal, state, and local payroll requirements, including tax withholding, Teacher Retirement System (TRS) deposits, wage reporting, and records management.
• Advanced proficiency with spreadsheet and data-analysis tools, including formulas, pivot tables, and related reporting functions.
• Ability to use payroll, accounting, and human resources information systems to review transactions, reconcile data, and produce accurate reports.
• Ability to interpret laws, regulations, Board policies, and district procedures and apply them to payroll operations.
• Ability to analyze complex payroll and financial data, identify discrepancies and risks, and recommend corrective action.
• Ability to establish internal controls, document procedures, and monitor compliance with deadlines and reporting requirements.
• Ability to lead, coach, evaluate, and develop staff and organize work to meet recurring payroll deadlines.
• Strong written, verbal, and interpersonal communication skills, including the ability to explain payroll matters clearly and maintain confidential information.

MAJOR RESPONSIBILITIES AND DUTIES

Payroll Operations and Staff Leadership

• Direct daily Payroll Department operations and supervise, assign, and evaluate Payroll staff.
• Establish payroll calendars, processing procedures, review protocols, and service expectations to support accurate and timely payrolls.
• Train and cross-train staff, establish professional growth opportunities, and ensure staff complete the required 12 hours of annual training.
• Provide staff with clear guidance on assigned responsibilities, performance expectations, confidentiality, and customer service.

Payroll Administration and Compliance

• Oversee the calculation and processing of employee pay, deductions, benefits-related payroll transactions, leave adjustments, and final payoffs; review exceptions and ensure corrections are completed.
• Monitor payroll liabilities and ensure timely payment and reporting of payroll taxes, TRS contributions, insurance deductions, and other payroll obligations.
• Review payroll records and reconciliations on established monthly and quarterly cycles, including salaries, taxes, deductions, leave, and payoffs.
• Coordinate payroll-related employee benefit transactions with the Benefits function and third-party administrators, including timely resolution of discrepancies and accurate monthly reconciliations.
• Review absence and leave information, including Family and Medical Leave Act (FMLA) records, and coordinate corrections to prevent inaccurate pay.
• Review compensatory time balances and related records for compliance with the 60-hour limit and applicable district procedures.

Financial Controls, Reporting, and Systems

• Maintain internal controls and documented procedures that safeguard district funds, payroll data, and confidential employee information.
• Coordinate with Budget and Accounting staff to establish, review, and update payroll function and account codes and support accurate general ledger reconciliations.
• Oversee payroll fiscal reporting and ensure reports are accurate, complete, and submitted in accordance with federal, state, and local requirements.
• Prepare and submit quarterly Texas Workforce Commission (TWC) reports and review and approve quarterly IRS Form 941 reports prepared by the Payroll Accountant.
• Coordinate with the Payroll Accountant on the preparation and review of employee Forms W-2 and 1095 and related annual reporting.
• Oversee payroll-related banking activity, including direct deposit processing and resolution of banking issues.
• Maintain current payroll resources and employee-facing payroll information, including the district’s One Stop Shop, and recommend appropriate system and workflow updates.

Communication and Continuous Improvement:

• Coordinate with district departments, campuses, and employees to resolve payroll issues and communicate payroll procedures, deadlines, and required actions.
• Monitor payroll performance, identify recurring errors or process risks, and recommend and implement improvements in coordination with the Chief of Business Services.
• Perform other duties as assigned by the Chief of Business Services.

WORKING CONDITIONS 

Physical Demands

The usual and customary methods of performing the job’s functions require physical mobility, standing, prolonged sitting, prolonged computer use, and occasional lifting, carrying, pushing, and/or pulling. The position requires travel within the district.

Mental Demands

Ability to solve problems, analyze detailed financial information, and respond to a variety of situations in a dynamic environment with changing priorities and occasional irregular hours. Ability to communicate effectively with employees and leaders at all levels, maintain emotional control under stress, protect confidential information, and work independently.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.