Payroll Coordinator

Title: Support Staff: Payroll Coordinator

Department: Treasurer’s Office

Reports To: Treasurer/Assistant Treasurer

Employment Status: Regular, Full-Time     

FLSA Status: Non-exempt

Paygrade: 72

Position Summary:      

Coordinate and process the district’s semi-monthly payroll, ensuring the accurate and timely payment of employee wages. Oversee payroll operations, maintain accurate payroll records, and ensure compliance with applicable laws, regulations, reporting requirements, and district policies and procedures.  

Essential Functions:

1. Coordinate the maintenance of all payroll records in an organized and efficient manner as described by the Auditor of State.
2. Coordinate and complete all required monthly, quarterly, and annual reports and payments to applicable agencies and entities, including but not limited to the Internal Revenue Service (IRS), State of Ohio, State Teachers Retirement System (STRS), and School Employees Retirement System (SERS).
3. Calculate and process semi-monthly payroll, ensuring accurate and timely payment of employee wages through direct deposit.
4. Prepare, verify, and distribute annual W-2 forms to employees, ensuring accuracy and compliance with applicable tax reporting requirements.
5. Prepare and distribute employee salary notices, ensuring accuracy and timely communication of compensation information.
6. Reconcile the district’s payroll bank account, ensuring accurate transactions and timely resolution of discrepancies.
7. Prepare salary and fringe benefit cost projections as requested to support district budgeting and financial planning.
8. Assist with the monthly reconciliation and balancing of the district’s financial records to ensure accuracy and consistency.
9. Provide accurate payroll and financial information to district staff to support the preparation of grants, reports, and other required documentation.

Other Duties and Responsibilities:

1. Maintain confidentiality of non-public information.
2. Maintain an appropriate personal appearance.
3. Comply with all district policies, procedures, and safety and health regulations.
4. Support district initiatives and strategic goals as assigned.
5. Perform other duties as assigned by the Treasurer/designee.

Qualifications:

1. High school diploma required.
2. Associate’s or bachelor’s degree in accounting, business administration, or a related field strongly preferred.
3. Previous experience in accounting, bookkeeping, or financial recordkeeping preferred.
4. Alternative to the above qualifications as the Treasurer, Superintendent and/or Board of Education may find appropriate.

Required Knowledge, Skills, and Abilities:

1. Knowledge of accounting principles, practices, and procedures, particularly those related to payroll processing and financial recordkeeping.
2. Ability to work independently, manage multiple responsibilities, establish priorities, and meet established deadlines.
3. Strong organizational skills with a demonstrated commitment to accuracy, attention to detail, and thoroughness.
4. Proficiency in computer applications, including spreadsheets, word processing, databases, and financial management systems.
5. Knowledge of State of Ohio school district financial and payroll software systems, or the ability to acquire such knowledge.
6. Strong mathematical and analytical skills, including the ability to perform accurate calculations and reconcile financial information.
7. Ability to maintain confidentiality and exercise sound judgment when handling sensitive employee and financial information.
8. Effective interpersonal and communication skills, with the ability to work cooperatively and professionally with employees, administrators, and external agencies.
9. Ability to perform effectively under pressure while maintaining accuracy and meeting established deadlines.
10. Ability to be bonded.

Working Conditions:

1. Repetitive hand motions (typing/computer).
2. Potential exposure to blood or other bodily fluids and tissue.
3. Occasional operation of a vehicle in inclement weather.
4. Regular requirement to sit, stand, walk, talk, hear, see, read, reach with hands and arms, stoop, crouch, and kneel.
5. Occasional requirement to lift, carry, push and pull various items; for example, office supplies, up to 25 lbs.

NOTE:  The above lists may not be ranked in order of importance.

CONDITIONS OF EMPLOYMENT:

1. Length of Employment: One-Year Limited Contract
2. Salary:  Based on current classified salary schedule with appropriate experience and training
3. Fringe Benefits:  Based on current classified handbook
4. Must pass criminal background check and meet all state employment requirements