Payroll Clerk

Position Summary

The Payroll Clerk/District Treasurer is responsible for processing district payroll accurately and on time and performing the statutory duties of a Massachusetts regional school district treasurer. The position maintains payroll records, processes deductions and required reporting, safeguards district funds, and disburses payments authorized through approved warrants.

This position requires accuracy, confidentiality, organization, sound judgment, and a strong commitment to financial controls.

Essential Responsibilities

Payroll

• Process regular, supplemental, substitute, stipend, retroactive, and other district payrolls.
• Review authorized timesheets, contracts, salary changes, personnel forms, and deduction information.
• Maintain employee earnings, tax, direct-deposit, retirement, benefit, and other payroll records.
• Calculate and verify gross pay, deductions, employer costs, and net pay.
• Prepare payroll registers, exception reports, and payroll warrants for independent review and approval.
• Ensure payroll costs are charged to the appropriate funds, grants, programs, and general-ledger accounts.
• Reconcile payrolls and process authorized direct deposits, tax payments, retirement contributions, and benefit payments.
• Prepare payroll accruals, year-end reconciliations, W-2s, and required audit documentation.
• Respond to employee payroll questions and prepare documented corrections when necessary.

Reporting and Compliance

• Prepare and submit required federal and state payroll tax filings.
• Complete reporting and payments for MTRS and other applicable retirement systems.
• Process and reconcile insurance, 403(b), 457, garnishment, and other payroll deductions.
• Maintain payroll records in accordance with legal and records-retention requirements.
• Remain current on applicable payroll laws, contracts, retirement rules, and reporting deadlines.

District Treasurer

• Receive, safeguard, and account for money belonging to the District.
• Disburse funds only through properly approved payroll and accounts-payable warrants or other lawful authorization.
• Release checks, direct deposits, electronic transfers, and other approved payments.
• Monitor district bank balances and anticipated cash needs.
• Maintain oversight of district bank accounts, investments, and authorized electronic banking activity.
• Protect check stock, banking credentials, payment files, and other treasury assets.
• Maintain records of receipts, disbursements, transfers, and investments.
• Prepare treasurer’s reports and provide information requested by administrators, the School Committee, auditors, and regulatory agencies.
• Assist with debt payments, borrowing, banking documentation, and the annual financial audit.
• Maintain the fidelity bond required for the position.

Internal Controls

• Follow District procedures separating authorization, processing, custody, recording, and reconciliation duties.
• Confirm that transactions have appropriate documentation and approval before releasing funds.
• Cooperate with independent bank reconciliations and promptly research discrepancies.
• Protect confidential employee, payroll, banking, and tax information.
• Immediately report suspected fraud, unauthorized transactions, or significant control concerns.
• Assist with Business Office cross-training when it does not compromise internal controls.
• Perform other related duties as assigned.

Required Qualifications

• Associate degree in accounting, business, finance, or a related field, or equivalent relevant experience.
• At least three years of payroll, accounting, bookkeeping, treasury, or municipal-finance experience.
• Strong mathematical, organizational, analytical, and communication skills.
• Proficiency with financial software, spreadsheets, and electronic banking systems.
• Ability to manage deadlines and confidential information accurately.
• Ability to be bonded and meet the legal requirements applicable to a regional school district treasurer.
• Successful completion of required background checks.

Preferred Qualifications

• Experience in a Massachusetts school district, municipality, or other public entity.
• Knowledge of public-sector payroll, collective bargaining agreements, municipal finance, and retirement reporting.
• Experience with Tyler School ERP Pro/Infinite Visions or similar software.
• Relevant payroll or Massachusetts municipal-finance training or certification.

Hours: 30 hours per week school year, 20 hours per week summer

Rate of Pay: $32-$38 per hour. Benefits package available.

Evaluation and Employment

Performance will be evaluated by the School Business Administrator, with input from the Superintendent as appropriate. Service as District Treasurer remains subject to appointment and oversight by the Regional School Committee.

Salary, benefits, work year, and other conditions will be established by the District.

The position must operate consistently with M.G.L. c. 71, §16A, including the required separation between the School Business Administrator’s accounting responsibilities and the Treasurer’s custody and disbursement responsibilities.

This description identifies the position’s primary responsibilities and may not list every duty.

The Gateway Regional School District does not discriminate on the basis of race, color, religion, sex, national origin,gender identity, age, disability, sexual orientation or military or exercise of civil rights in admission to, access to treatment in or employment in its programs or activities.