General Job Function

The Payroll Coordinator oversees the daily operations of the District's payroll function and is responsible for ensuring the accurate and timely processing of payroll for all district employees, including licensed, classified, substitute, temporary, and supplemental staff. The Payroll Coordinator ensures compliance with applicable federal and state laws, New Mexico Public Education Department (NMPED) requirements, Internal Revenue Service (IRS) regulations, Educational Retirement Board (ERB) requirements, New Mexico Public School Insurance Authority (NMPSIA) regulations, New Mexico Retiree Health Care Authority (NMRHCA), and District policies.

The Payroll Coordinator maintains payroll records, administers payroll reporting requirements, reconciles payroll liability accounts, supports audits, supervises payroll operations, and serves as a technical resource to employees and administrators regarding payroll-related matters.

Minimum Qualifications

• High school diploma or GED required.
• Associate's degree in Accounting, Business Administration, Finance, or related field required; Bachelor's degree preferred.
• Minimum of three (3) years of progressively responsible payroll, accounting, finance, or governmental payroll experience.
• Experience with public school payroll or governmental payroll preferred.
• Experience using computerized payroll and financial management systems.
• Valid New Mexico Driver's License or ability to obtain one.

Preferred Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or related field.
• Experience with New Mexico public school finance.
• Experience with governmental accounting.
• Experience with ERB, NMPSIA, and NMRHCA reporting.
• Advanced Microsoft Excel skills.

Knowledge, Skills, and Abilities

Knowledge of:

• Public school payroll administration.
• Governmental accounting principles.
• Generally Accepted Accounting Principles (GAAP).
• New Mexico Manual of Procedures for Public School Accounting.
• IRS payroll tax requirements.
• Federal and New Mexico wage and hour laws.
• Fair Labor Standards Act (FLSA).
• Educational Retirement Board (ERB) reporting requirements.
• New Mexico Public School Insurance Authority (NMPSIA) reporting requirements.
• New Mexico Retiree Health Care Authority (NMRHCA) reporting requirements.
• Affordable Care Act (ACA) payroll reporting requirements.
• Garnishment processing.
• Payroll accounting and reconciliation procedures.
• Internal controls and audit practices.

Ability to:

• Interpret federal, state, and local payroll regulations.
• Maintain strict confidentiality.
• Analyze complex payroll issues.
• Prepare financial and payroll reports.
• Reconcile payroll liability accounts.
• Develop and improve payroll procedures.
• Supervise and train payroll personnel.
• Prioritize multiple deadlines.
• Communicate effectively with employees, administrators, and outside agencies.
• Exercise sound judgment in handling confidential information.

Proficiency in:

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Google Workspace
• Payroll software
• Financial management systems
• Electronic reporting systems

Essential Duties and Responsibilities

Payroll Administration

• Coordinate the daily operations of the District payroll department.
• Ensure the accurate and timely processing of all payroll.
• Review payroll transactions for accuracy and completeness.
• Ensure compliance with District payroll policies and procedures.
• Maintain payroll calendars and processing schedules.
• Coordinate payroll processing for regular, supplemental, substitute, temporary, and special payrolls.
• Verify payroll calculations, deductions, leave balances, and employee compensation.
• Review and approve payroll adjustments and corrections.
• Ensure payroll records are complete, accurate, and properly maintained.

Payroll Compliance and Reporting

• Ensure compliance with all applicable federal, state, and local payroll laws and regulations.
• Prepare and submit all required payroll tax filings and reports promptly.
• Prepare and submit quarterly IRS Form 941 reports.
• Coordinate annual W-2 processing and distribution.
• Assist in preparing and validating IRS Form 1099 reporting.
• Prepare and submit Educational Retirement Board (ERB) reports.
• Prepare and submit New Mexico Public School Insurance Authority (NMPSIA) payroll contributions.
• Prepare and submit New Mexico Retiree Health Care Authority (NMRHCA) contributions.
• Prepare and submit state unemployment insurance reports.
• Process and remit wage garnishments in accordance with court orders and applicable laws.
• Prepare and submit 403(b), TSA, and other voluntary deduction reports and payments.
• Ensure compliance with Affordable Care Act (ACA) payroll reporting requirements.
• Maintain documentation supporting all payroll reporting requirements.

Financial Reconciliation

• Reconcile payroll liability accounts monthly.
• Reconcile payroll tax liabilities.
• Reconcile employee benefit deductions.
• Balance payroll registers to the general ledger.
• Investigate and resolve payroll discrepancies.
• Prepare journal entries related to payroll.
• Assist with month-end and year-end financial closing activities.
• Maintain accurate payroll accounting records.

Payroll Systems Administration

• Maintain payroll records and employee payroll data.
• Coordinate updates to payroll software.
• Test payroll system changes.
• Recommend improvements to payroll procedures and internal controls.
• Develop and maintain payroll documentation and operating procedures.
• Assist with the implementation of payroll system enhancements.

Employee and District Support

• Respond to employee payroll questions.
• Provide technical assistance to supervisors and administrators regarding payroll procedures.
• Assist employees in understanding payroll deductions, taxes, and compensation.
• Coordinate with Human Resources regarding personnel actions affecting payroll.
• Coordinate with Finance regarding payroll accounting and reporting.

Audit and Compliance

• Assist with internal and external financial audits.
• Prepare documentation requested by auditors.
• Ensure payroll records comply with District record retention requirements.
• Maintain strong internal controls over payroll processing.
• Monitor compliance with District policies and governmental regulations.

Leadership and Department Support

• Assist with training payroll staff.
• Coordinate workflow within the payroll department.
• Recommend improvements to payroll operations.
• Support Business Office initiatives.
• Cross-train with Business Office personnel.
• Perform additional duties assigned by the Director of Finance, Assistant Superintendent, or Superintendent.

Confidentiality

This position has access to highly confidential payroll, personnel, compensation, tax, and financial information.

The employee shall:

• Maintain strict confidentiality in accordance with District policy and applicable federal and state laws.
• Protect payroll and personnel records from unauthorized access.
• Exercise discretion in handling confidential information.
• Ensure compliance with records retention requirements.

Unauthorized disclosure of confidential information may result in disciplinary action up to and including termination.

Physical Requirements

The employee must regularly:

• Sit for extended periods.
• Operate computers and standard office equipment.
• Communicate effectively in person and by telephone.
• Lift and carry up to 25 pounds occasionally.
• Bend, stoop, reach, and file documents.
• Travel occasionally between District locations.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Working Conditions

• Office environment.
• Moderate noise level.
• Frequent computer use.
• Frequent interaction with employees, administrators, and governmental agencies.
• Frequent deadlines requiring accuracy and attention to detail.
• Occasional interruptions requiring flexibility and multitasking.

Personal Accountability

The employee is expected to:

1. Demonstrate regular attendance and punctuality.
2. Maintain professionalism, integrity, and ethical conduct.
3. Complete assignments accurately and within established timelines.
4. Maintain a professional appearance appropriate for the work environment.
5. Protect District resources through responsible use of equipment and supplies.
6. Maintain positive working relationships with employees, administrators, vendors, and community members.
7. Participate in required professional development and training.
8. Maintain strict confidentiality regarding payroll, personnel, and financial information.
9. Support the mission, vision, goals, and strategic priorities of Española Public Schools.
10. Perform all duties in compliance with District policies, New Mexico Public Education Department regulations, IRS requirements, ERB requirements, NMPSIA regulations, NMRHCA requirements, applicable collective bargaining agreements, and all applicable federal and state laws.
11. Perform other duties as assigned in support of the Business Office and District operations.