Payroll Coordinator

The Ankeny Community School District (CSD) is renowned for its excellence across academics, athletics, the arts, and various activities. Situated in central Iowa, just 6 miles from Des Moines, Ankeny CSD caters to over 12,800 students from preschool through 12th grade, making it the 7th largest district in the state. With a strong reputation for its commitment to student success and a competitive salary and benefits package, Ankeny CSD is a standout choice for both educators and families seeking a high-quality educational environment.

JDE:  3.51

Payroll Coordinator

Position Summary

The Payroll Coordinator performs the day-to-day processing of the District’s payroll, benefit deductions, and timekeeping records in a deadline-driven environment. Reporting to the Payroll and Financial Reporting Manager, this role assists with required tax filings, routine payroll reporting, and regular benefit reconciliations. The Coordinator serves as a primary point of contact for employee payroll questions, helps input data for the IPERS pension system, and assists staff with daily TimeClock Plus usage and troubleshooting. 

Job Title:  Payroll Coordinator

Salary Grade: Grade 9

Contract: 12-mo /261 day Employment Agreement

Reports To: Payroll and Financial Reporting Manager

Wage/Hour Status: Non-exempt

Qualifications

Education:

• Associates Degree in accounting, business or related field. Bachelor’s degree preferred.

Experience:

• Two (2) or more years of end to end payroll experience within an Iowa public school district or local government entity, preferred.   

Required Skills:

• Knowledge of payroll processing, pre/post-tax deductions (TSAs, health insurance), regulatory compliance, quarterly 941 filings, W-2 generation, and Affordable Care Act (1095) reporting.
• Strong understanding of Iowa Public Employees' Retirement System (IPERS) rules and reporting.
• Proficiency in financial software and systems. 
• Exceptional organizational skills with a high level of accuracy and attention to detail.
• Strong analytical, problem-solving, and critical-thinking skills.
• Ability to independently interpret regulations and apply professional judgment to non-routine situations.
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
• Excellent verbal and written communication skills and strong interpersonal/customer service abilities.

Essential Functions

Core Payroll Operations

• Process bi-weekly and monthly payrolls, including payables, direct deposit uploads to the bank, and weekly prenote files.
• Calculate and process specialized payroll actions, including overtime (including weighted overtime), supplemental pay, paid time off (PTO) payouts, and employee retirement contributions. Update federal/state tax tables, Social Security, and Medicare rates.
• Review and verify prorated contract amounts for mid-year hires, separations, or contract changes to ensure accurate payment distribution. 
• Reconcile each payroll run against quarterly tax filings (Form 941) and annual wage statements (W-2) to ensure perfect data alignment and reporting accuracy. 
• Calculate and invoice reimbursable amounts owed to the District by outside organizations, such as the local Booster Club, for specialized staff or event coverage 
• Process employee compensation adjustments, including educational lane changes, stipends, retirement payouts, and paid time off (PTO) payouts. 
• Track and process jury duty documentation, ensuring proper timekeeping entry and the accurate collection or reconciliation of jury duty fees. 
• Collaborate with Human Resources to reconcile personnel data, ensuring all district positions are accurately mapped to the correct general ledger accounts and funding sources 
• Execute necessary steps to set up new employees in EF+ and TimeClock Plus, including pay, hours, schedules, deductions and benefits.
• Compile payroll data to support financial audits, budget planning, and year-end reporting.
• Track secretary hours, overtime, and substitute costs to execute accurate monthly building bills and reallocate payroll expenditures to the appropriate school budgets. 
• Assist with preparing and posting payroll-related journal entries, including substitute costs and payroll reclassifications.
• Partner with Human Resources to ensure accurate employee records and compensation data.
• Calculate and process payroll adjustments, retro-pay, final payouts, and specialized contract payouts under the guidance of the Manager.

Benefits, Tax Deductions & IPERS Support

• Serve as the district’s IPERS Reporting Official; determine eligibility, process payments/refunds/adjustments, and manage compliance review audits.
• Reconcile, prepare, and process all monthly, quarterly, and annual payroll taxes (W-2s, federal, and state filings).
• Manage Iowa Workforce reporting and child support uploads.
• Calculate and process garnishments and levies; require, document and process new tax forms for employees

• Calculate and track payroll deductions for health insurance premiums, retirement savings, HSA/FSA contributions, etc.

Customer Service & Communication

• Serve as the primary point of contact for district employees regarding payroll questions, paycheck discrepancies, leave balances, taxes, and IPERS.
• Problem-solve payroll discrepancies, such as direct deposit issues or over/underpayments.

• Prepare and distribute standard reports, such as verification of employment requests, wage assignments, and garnishment paperwork.
• Compile and organize payroll records, timesheets, and tax documentation to assist the Manager during annual financial audits
• Process incoming Verifications of Employment (VOE).

Technology & Systems Management

• Monitor daily timekeeping records within TimeClock Plus, tracking employee absences, overtime, and shift differentials.
• Assist district staff and supervisors with routine TimeClock Plus troubleshooting, password resets, missed punch corrections, and basic system navigation.
• Review and verify timesheet approvals from building principals and department heads prior to pulling data into the payroll system.
• Train and provide guidance to supervisors on timecard approval processes and district payroll policies.
• Train hourly staff throughout the district on Timeclock Plus usage and rules as well as supervisors on reviewing and approving time.
• Troubleshoot and maintain physical time clocks at each building location.
• Collaborate with software representatives for system upgrades and changes.

Other Functions 

• Participate in training programs for payroll procedures and system enhancements.
• Demonstrate initiative and the ability to work without close supervision.                
• Demonstrate integrity and maintain confidentiality of privileged and sensitive information when received and distributed to appropriate designees as directed by the Superintendent or designee. 
• Demonstrate the ability to attend work on a regular and routine basis to avoid disruption to District operations.
• Perform all duties in a safe manner to avoid injury to oneself and/or others. 
• Respond to emergency situations for the purpose of resolving immediate safety concerns and/or directing appropriate personnel for resolution. 
• Occasional evening or weekend work may be required to support district events or urgent matters.
• Performs additional duties as assigned. 

Working Environment 

Mental Demands/Physical Demands/Environmental Factors:

The usual and customary methods of performing the position functions require the following physical demands:  lifting, carrying, pushing, pulling, climbing, reaching, driving, standing and walking. Working conditions may include extreme temperatures and humidity.  Hazards may include exposure to communicable diseases. This position requires one to maintain emotional control under stress. 

Terms of Employment

Work year established by the District; Salary according to schedule adopted annually.

Clearances

Background Clearance

Evaluation

Job performance will be evaluated annually, as per district policies and procedures

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.

The Ankeny Community School District is an Equal Employment Opportunity (EEO) Employer.