Payroll Specialist And Executive Administrative Assistant

CONNALLY INDEPENDENT SCHOOL DISTRICT

JOB TITLE: Payroll Specialist & Executive Administrative Assistant                    WAGE/HOUR: Exempt/Professional
REPORTS TO: Chief Education Officer                                                                PAY GRADE: Aux PG 7
DEPARTMENT: Central Office                                                                               DAYS: 226 days

ROLE AND PURPOSE:
Prepare and process regular district payroll, including related reports, deposits, records, and documentation, in
accordance with prescribed procedures, timelines, and applicable regulations. Provide broad administrative support
to the Education Department by coordinating office operations, maintaining records, supporting communications
and scheduling, assisting with purchasing and departmental processes, and performing clerical duties necessary to
ensure the efficient and effective operation of the department.

QUALIFICATIONS:
Education/Certification:
-  High school diploma or GED
-  Bachelor's degree preferred

SPECIAL KNOWLEDGE/SKILLS:
-  Knowledge of basic payroll accounting procedures
-  Ability to maintain accurate and auditable records
-  Ability to use software to create spreadsheets, databases, presentations, and word processing documents
-  Proficiency in keyboarding, data entry, office organization, and file maintenance
-  Ability to work with numbers in an accurate and rapid manner to meet established deadlines
- Ability to manage calendars, schedule meetings, prepare materials, and coordinate office communications
-  Ability to maintain confidentiality of payroll, employee, student, and department information
-  Effective organizational, communication, customer service, and interpersonal skills
-  Ability to prioritize multiple tasks, work with frequent interruptions, and support department operations in a professional manner

MAJOR RESPONSIBILITIES AND DUTIES:
I. PAYROLL ACCOUNTING
-  Prepare accurate district payroll for distribution to employees following established procedures.
-  Receive and audit time sheets for all district employees. Calculate employee wages, salaries, hours worked, overtime pay, and determine withholdings, deductions, and net pay.
- Balance payroll earnings and deductions; initiate related transfers of funds and deposits.
-  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.

II. DATA ENTRY
-  Prepare and post all payroll changes including payroll deductions, salary changes, terminations, and new employee information.
-  Enter, update, and verify payroll, attendance, department, and office records in district systems as assigned.

III. RECORDS AND REPORTS
-  Compile, maintain, and file all reports, records, and other documents as required, including payroll records, absent-from-duty reports, service records, department correspondence, meeting materials, and other
departmental files.
-  Prepare and submit payroll reports and forms including those required by Internal Revenue Service, Texas Workforce Commission, Texas Retirement System, Federal Insurance Contributions Act (FICA),
Medicare, Texas New Hire Reporting, and Workers' Compensation Commission.
-  Prepare, proofread, copy, scan, distribute, and maintain department reports, forms, agendas, minutes, presentations, correspondence, and other office documents as assigned.

IV. ADMINISTRATIVE SUPPORT
-  Provide administrative and clerical support to the Chief Education Officer and the Education Department to support daily office operations.
-  Manage calendars, schedule appointments and meetings, reserve rooms, prepare meeting materials, and assist with follow-up items as assigned.
-  Receive and screen telephone calls, visitors, email, and other communications; respond to routine inquiries and route requests to the appropriate staff member.
-  Assist with travel arrangements, conference registration, professional development logistics, and related documentation as assigned.
-  Assist with purchase requisitions, budget documentation, invoices, supply orders, inventory, and other department purchasing or office support processes in accordance with district procedures.
-  Coordinate department mail, deliveries, filing systems, office supplies, and records retention to ensure an organized and efficient office environment.
-  Support, track, and document district Professional Development

V. OTHER DUTIES
-  Follow district safety protocols and emergency procedures
-  Maintain confidentiality of all financial and personnel information
-  Support the district's mission, goals, and objectives
-  Perform other duties as assigned

MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS
-  Tools/Equipment Used:  Standard office equipment, including computer and peripherals.
-  Posture:  Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
-  Motion:  Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
-  Lifting:  Occasional light lifting and carrying (less than 15 pounds).
-  Environment:  Works in an office setting; may require occasional irregular and/or prolonged hours.
-  Attendance:  Regular and punctual attendance at the worksite is required for this position.
-  Mental Demands:  Maintains emotional control under stress; works with frequent interruptions.
-  Follows adopted policies and procedures in accordance with School Board priorities

-  Conducts oneself in the best interest of students, in accordance with the highest traditions of public education and in support of the District's Mission Statement.
- Performs other duties as assigned.

APPROVED: Human Resources Department July 2026