Payroll and Benefits Coordinator

Job Title: Payroll and Benefits Coordinator                                      Exemption Status/Test: Nonexempt

Date Revised: 7-23-2026

Dept./School: Central Office                                                         Days/Scale: 226 | CP 5                        

Primary Purpose:

Compile and prepare regular district payroll, including related reports and deposits. Work under

moderate supervision to ensure accurate and timely preparation of payroll records according to

prescribed procedures and regulations.

Coordinate the employee benefits program for the district. Maintain records and provide assistance to employees to ensure effective use of benefits.

Qualifications:

Education/Certification:

High school diploma or GED

Relevant TASBO certifications preferred

Special Knowledge/Skills:

Knowledge of payroll accounting procedures

Knowledge of administration of employee benefits programs and applicable laws

Ability to maintain accurate and auditable records

Ability to interpret and disseminate insurance and benefits information to individuals and groups

Ability to work with numbers in accurate and rapid manner to meet established deadlines

Ability to use software to develop spreadsheets, databases, and do word processing

Effective organizational, communication, and interpersonal skills

Experience:

2 years of experience in benefits administration, insurance administration, and/or related field

Major Responsibilities and Duties:

Payroll Accounting

1. Direct and control payroll preparation and production, including regular, special, and supplemental payrolls. Ensure adherence to standards and procedures, and take steps to correct problems, delays, and inaccuracies. 
2. Develop and implement payroll procedures to ensure timely processing of payroll and the applicable payment of all benefits and payroll deductions. 
3. Prepare accurate district payroll for distribution to employees following established procedures.
4. Receive and audit time sheets for all district employees. Calculate employee wages, salaries, hours worked, overtime pay, and determine withholdings, deductions, and net pay.
5. Balance payroll earnings and deductions; initiate related transfers of funds and deposits.
6. Maintain district payroll registers, employee payroll information, and other original documentation in an orderly and accurate manner in accordance with state, federal, and district requirements.

Data Entry

1. Prepare and post all payroll changes including payroll deductions, salary changes, termination, and new employee information.

Records and Reports

1. Compile, maintain, and file all reports, records, and other documents as required including maintaining payroll and related files such as payroll records, absent-from-duty reports, and service records.
2. Prepare and submit payroll reports and forms including, but not limited to those required by Internal Revenue Service, Texas Workforce Commission, Texas Retirement System, Medicare, and Workers’ Compensation Commission.

Other

1. Work cooperatively with the human resources department, principals, department heads, campus and department secretaries, and employees to ensure accuracy of information reported. Resolve payroll problems and inquiries.
2. Respond to requests from financial institutions regarding verification of employment.
3. Maintain confidentiality of information.
4. Follow district safety protocols and emergency procedures.

Benefits Administration

1. Administer employee benefit programs such as group health insurance, dental, life, and medical reimbursement.
2. Handle employee benefit inquiries and complaints to ensure quick, equitable, and courteous resolution. Act as liaison between employees and the District’s third party administrator.
3. Assist in conducting benefits orientation meetings, enrollment of new employees in benefit plans, and provide assistance with any needed changes during the plan year.
4. Assist with annual open enrollment process, including making group presentations and preparing, distributing, and receiving materials and forms. Process all employee benefit enrollment and change forms within required time limits to meet payroll deadlines.

Records, Reports, and Correspondence

1. Prepare and verify monthly premium statements for all group insurance policies. Balance and submit billing statements to accounting for payment.
2. Compile, maintain, and file all reports, records, and other documents as required.
3. Maintain confidentiality of information.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/ Environmental Demands:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting. Occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse. Occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions, maintain emotional control under stress