Position Info:

• Position will remain open for a minimum of 5 days, current PSE-OP members must apply within 5 days of posting date to be guaranteed consideration for position.

Job Info:

• This is a long-term leave replacement position with an anticipated end date of November 30, 2026

Benefit Info:

• *Benefits offered: •Sick, personal, bereavement leave •Employee Assistance Program. *Optional Benefits: •Additional life and accidental death and dismemberment insurance •Annuities (403(b), Roth) •Medical flexible spending arrangement •Limited purpose flexible spending arrangement •Dependent care assistance program

CLASSIFICATION:                PSE-OP Operational Support Level G

TITLE:                                    Payroll and Benefits Specialist

REPORTS TO:                     Director of Fiscal and Payroll

POSITION SUMMARY

This position is responsible for the accurate administration of District payroll, benefits, and retirement functions, including processing and auditing payroll; verifying time and leave; calculating earnings and deductions; preparing required reports; and ensuring compliance with federal, state, and District requirements.

The position provides comprehensive employee benefits, including health insurance, COBRA, unemployment, leave programs, and retirement systems; coordinates enrollments and changes; reconciles payroll and benefit-related invoices; resolves discrepancies; and serves as a primary contact for payroll and benefits inquiries.

The Payroll and Benefits Specialist independently performs complex work with a high degree of accuracy and judgment, working with minimal supervision and in compliance with Collective Bargaining Agreements and applicable laws.

PREFERRED QUALIFICATIONS

Education and/or Experience

• Associate degree or higher preferred
• Training in bookkeeping and accounting procedures
• Three to four years of increasingly responsible payroll duties
• Experience with the Skyward/WESPaC Payroll module (or current district payroll software) is preferred

Licenses

• Bondable

 Special Requirements

• Valid First Aid/CPR card
• Successful Washington State Patrol and Federal Bureau of Investigation fingerprint clearance
• I-9 employment eligibility in compliance with the Immigration Reform and Control Act
• HIV/HBV training (obtain within 60 days of hire date – District provided)
• Human Resources new hire training (obtain within 60 days of hire date – District provided)
• Availability to work extra hours to meet deadlines and complete assignments if required

Knowledge, Skills, & Abilities

• Knowledge of accounting and payroll procedures and computerized accounting systems
• Proficiency in Microsoft Excel
• Keyboarding speed of at least 55 words per minute
• Skill and accuracy in operating a ten-key calculator by touch
• Skill in operating standard office equipment
• Effective oral and written communication skills
• Ability to apply reasoning skills to perform accurate arithmetic calculations
• Strong organizational skills and attention to detail
• Ability to establish, maintain, and accurately manage records and filing systems
• Ability to learn and apply federal, state, and District payroll-related policies, procedures, rules, and regulations
• Ability to organize work, set priorities, and meet multiple inflexible deadlines
• Ability to work effectively under pressure in a busy, shared office environment
• Ability to work independently with minimal supervision
• Ability to maintain ethical and professional standards of conduct, including confidentiality
• Ability to adapt to changing assignments, priorities, and work environments
• Ability to establish and maintain effective working relationships with staff
• Ability to learn and use payroll-related software and apply new skills as needed
• Ability to exercise sound judgment in applying the District’s chart of accounts
• Ability to interact with employees, peers, and other departments in a positive, respectful, calm, and courteous manner.
• Ability to maintain regular and punctual attendance

POSITION RESPONSIBILITIES

This list of responsibilities is not exhaustive and may be supplemented as necessary.  Depending on the individual assignment, the employee may perform all or a combination of several of the following:

• Enters, maintains, researches, and retrieves payroll information for all district employees using an online, partially automated system, following strict deadlines and procedures.
• Determines rates of pay, hours of work, and benefits for monthly, hourly, and substitute employees in accordance with Collective Bargaining Agreements.
• Calculates, inputs, reviews, and audits time information, including overtime, stipends, extra duty, additional hours, and changes in employee status such as FTE changes, position changes, terminations, and new hires.
• Audits documentation for accuracy and informs district departments of rules and regulations related to retirement reporting, bargaining agreements, benefits, and workers’ compensation.
• Performs manual calculations and warrants adjustments when the automated system is unable to process the data due to unusual circumstances.
• Assists with the reconciliation process for payroll-related vendor payments.
• Provides information to district employees regarding payroll records, reviews incoming paperwork for accuracy, and explains applicable procedures.
• Assists district employees with retirement information and completion of appropriate forms
• Acts as liaison between the fiscal department and schools to ensure proper charging to budget accounts.

• Maintains payroll archives and researches historical payroll and employment data for retirement inquiries or questions related to employment and pay.

• Ensures proper storage, labeling, retention, and disposal of records according to District and State of Washington retention requirements.
• Processes and assists employees with workers’ compensation payroll and leave-related processes.
• Maintains consistent presence at assigned worksite and regular work hours specified under contract

• Analyzes payroll data to support reporting, reconciliation, and compliance.

• Assists with the annual benefit open enrollment period and enters information into the insurance tracking system

• Reconciles payroll-related vendor billings to payroll records and assists with submission for payment, maintaining appropriate supporting documentation.
• Coordinates and maintains payroll, benefits, retirement, and leave program records within payroll and insurance tracking systems to ensure accuracy and compliance.
• Assists with the administration and tracking of employee leave programs, including monitoring eligibility and maintaining required documentation.
• Maintains effective coordination between Payroll and Human Resources to support accurate employee data, benefits administration, and resolution of discrepancies.
• Assists with new employee benefit enrollment and provides ongoing support related to payroll, benefits, retirement, and leave processes.
• Communicates payroll- and benefits-related information to employees, including changes affecting coverage, deductions, and reporting requirements.
• Enters, maintains, and audits Affordable Care Act (ACA) data in the Skyward system to support accurate recordkeeping and compliance with IRS Form 1095 reporting requirements.
• Participates in department meetings and required payroll, benefits, and system trainings, including WASBO and NWRDC classes, to support compliance and system proficiency, as directed by the Director of Fiscal and Payroll.

• Perform other duties as assigned within the PSE Monroe OP bargaining unit.

PHYSICAL/MENTAL REQUIREMENTS

The physical/mental requirements described are representative of those an employee may encounter while performing the essential functions of this job and may be supplemented as necessary.

The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out essential job functions:

• Extended periods of computer use
• Use of telephone and office equipment
• Ability to perceive sound, use near/far vision, and maintain depth perception
• Ability to communicate clearly and professionally
• Ability to lift, carry, push, or pull 10 to 20 pounds frequently
• Ability to sit, stand, and walk for extended periods
• Ability to attend off-site trainings and workshops
• Work performed in an open office environment with frequent interruptions
• Some outdoor activity may be required; may encounter changing weather conditions and uneven surfaces

Reasonable accommodation may be made to employ a person with a disability to perform the essential functions of the job.

EMPLOYMENT CONDITIONS:

This position is a PSE-represented role within the Office Personnel Association. All employment conditions, including vacation, holidays, and compensation, are governed by the PSE of Monroe collective bargaining agreement. Work hours and schedule are determined by the district.

EVALUATION PROCEDURES:

An annual evaluation of performance shall be completed by the department administration in accordance with District evaluation procedures.

Created June 2018

Updated February 2026