Payroll Specialist

Payroll Specialist

Department: District Office / Payroll
Reports To: Business Manager
FLSA Status: Non-Exempt
Work Calendar: 12 Month

Position Summary

The Payroll Specialist performs complex payroll and related accounting functions to ensure the accurate and timely processing of payroll for district employees. This position is responsible for maintaining payroll records, processing employee compensation and deductions, ensuring compliance with federal and state laws, Arizona retirement requirements, and district policies, and providing excellent customer service to employees regarding payroll matters.

Essential Duties and Responsibilities

• Process bi-weekly payroll accurately and within established timelines.
• Review and verify timesheets, leave reports, extra-duty assignments, stipends, and supplemental pay.
• Calculate wages, overtime, leave balances, deductions, and other compensation adjustments.
• Maintain employee payroll records in accordance with district, state, and federal requirements.
• Process voluntary and mandatory payroll deductions, including taxes, insurance, retirement contributions, garnishments, and other authorized deductions.
• Ensure compliance with the Fair Labor Standards Act (FLSA), IRS regulations, Arizona state laws, and district policies.
• Prepare payroll-related reports for district administration, auditors, and governmental agencies.
• Reconcile payroll records and resolve discrepancies.
• Assist with preparation and submission of Arizona State Retirement System (ASRS) reporting.
• Answer employee questions regarding payroll, earnings statements, leave balances, deductions, and compensation.
• Coordinate payroll activities with Human Resources regarding new hires, terminations, transfers, and employee status changes.
• Assist in preparation of year-end payroll activities, including quarterly payroll tax reporting, W-2 and 1095-C processing.
• Maintain confidentiality of employee records and payroll information.
• Support annual financial and payroll audits.
• Perform related duties as assigned.

Knowledge, Skills, and Abilities

Knowledge of:

• Payroll processing principles and practices.
• Federal and state wage and hour laws.
• Arizona State Retirement System reporting requirements.
• Payroll software and financial management systems.
• Accounting and bookkeeping principles.
• Microsoft Office applications, particularly Excel.
• School district policies and procedures.

Ability to:

• Maintain accuracy while processing large volumes of data.
• Interpret and apply laws, regulations, policies, and procedures.
• Analyze payroll discrepancies and resolve issues efficiently.
• Maintain confidential information.
• Communicate effectively both verbally and in writing.
• Establish and maintain effective working relationships with employees, supervisors, and the public.
• Meet strict deadlines and manage multiple priorities.

Minimum Qualifications

• High school diploma or equivalent.
• Two (2) years of payroll, accounting, bookkeeping, or related experience.
• Experience with computerized payroll systems.
• Any equivalent combination of education, training, and experience that demonstrates the ability to successfully perform the essential functions of the position.

Preferred Qualifications

• Experience in Arizona public school district payroll.
• Experience with school district finance and payroll systems.
• Knowledge of ASRS reporting requirements.