Payroll Specialist

POSITION: Payroll Specialist

GENERAL DESCRIPTION

This position assists and takes direction from the Lead Payroll Specialist, Finance Director and Human Resources Manager in the development and processing of an accurate and timely payroll.

DUTIES AND RESPONSIBILITIES

An employee hired for this assignment may perform all or some of the responsibilities defined below:

This list of essential job functions is not exhaustive and may be supplemented as necessary

• Perform payroll functions and duties including, but not limited to, employee timesheets, absence reporting, retirement and other employee benefits
• Enter and maintain employee personal, financial and assignment data in the payroll/HR computer system – Skyward; prepare custom reports as requested by administrators and others
• Prepare and process various payroll/HR documents and requests for information, including verifications of employment, correspondence, memos, reports, etc. to provide information to employees and the community
• Verify and balance payment amounts, before and after processing (e.g., payroll, vendor payments)
• Administer sick leave, personal leave and vacation allocations and buybacks
• Prepare and report S-275 personnel reporting data
• Prepare annual payroll data for F-195 budget
• Work knowledgeably with employees on all aspects of payroll, including district-approved insurance benefits and other benefits (e.g., retirement programs); provide estimates to employees regarding salaries and benefits as requested
• Understand, interpret, comply with and execute collective bargaining agreements, school board policies and procedures, and all applicable laws
• Maintain all payroll records as required by district policy and State and Federal regulations consistent with records retention requirements as prescribed by State and Federal law
• Collect, sort, distribute and prepare mail and/or courier deliveries
• Support and maintain absence/substitute management system
• Participate in payroll/fiscal trainings and meetings to maintain compliance knowledge
• Support and assist in the efficient operation of a comprehensive payroll program
• Perform other payroll and business office duties as assigned

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of: Google Workspace and Microsoft Office Suite; administration and use of Windows; Basic computer skills including, but not limited to: e-mail, internet, etc.; K-12 education structure of Washington State; necessary record-keeping for state and federal auditing; Washington State legislative laws, rules, codes and regulations; compliance with state and federal requirements for records retention; all phases of payroll; basic accounting with payroll preparation; human resources basics preferred

Ability to: Compile and maintain accurate and complete records and reports with specific attention to detail; work independently, rapidly, and with a high degree of accuracy; prioritize and manage time effectively in an environment with frequent interruptions and frequently modified priorities; handle confidential, sensitive matters in an ethical manner; interpret laws, rules, regulations, and codes related to payroll/fiscal operation; learn new software programs; set-up and maintain accurate filing and retention systems; maintain good rapport with students, staff, and the public; communicate with staff and the public in an effective, clear and professional manner both orally and in writing; analyze situations to define issues, draw conclusions, and provide solutions; maintain effective organization of workspace and processes; be dependable and flexible, including flexibility to work beyond the regular workday when required; maintain a consistent presence at the assigned work site and regular work hours; work collaboratively in a team environment; assist other members of the district office staff, including, but not limited to; accounting, human resources, etc.

MENTAL DEMANDS

• Required to deal with a wide range of behaviors and needs in a positive and service-oriented manner
• May experience shifts in work schedule and/or work site according to district needs
• Sustain mental awareness while also maintaining attention to details and safety requirements
• Will occasionally deal with distraught or difficult people

PHYSICAL DEMANDS

• Ability to repeatedly lift up to 20 pounds
• Ability to occasionally lift up to 50 pounds
• Sit and/or stand for extended periods of time
• Amount of sitting, walking and standing may vary depending on projects/tasks. Generally, the job requires 50% sitting, 25% walking, and 25% standing.
• The usual and customary methods of performing the job's functions require the following physical demands: the employee frequently will stand and walk and use hands for repetitive grasping and significant fine finger dexterity, often assembling very small objects. The employee is frequently required to sit, bend at neck and back, twist body, use hands to push/pull and lift/carry, squat, kneel, stoop, crouch, knee stand, crawl, climb stairs or ladders, reach overhead, and lift overhead.

REQUIRED QUALIFICATIONS

• Must have a high school diploma or equivalent and related work experience
• Bachelor’s degree or equivalent college coursework in a business or finance related field
• Prior payroll and/or accounting experience preferred
• Combination of education, training and experience that demonstrates the ability to perform duties comparable to those listed herein may be considered in lieu of formal education 
• Prior school district information system experience preferred
• Ability to use proper grammar and English in both oral and written communication, as well as the usage of correct spelling and basic arithmetic functions*
• Basic computer knowledge and skills, including Google Workspace, MS Windows, Excel, Word, and Outlook*
• Must have and maintain a valid Washington State Driver’s License
• Must have access to reliable transportation
• Ability and willingness to travel on work assignments as needed 
• Willingness to work outside of standard work hours as needed

*Testing may be used to determine knowledge of pertinent skills

TERMS OF EMPLOYMENT

• Compensation DOE per non-represented classified salary schedule
• Year-round position: 260 days; 8 hours per day

CLEARANCES

WSP/FBI criminal history background clearance

EVALUATION

The Payroll Specialist shall be evaluated periodically by the Director of Finance and Operations using the currently established district procedures and evaluation criteria. The process shall include an evaluation of the employee’s performance of the above essential job functions. 

CONTINUING EDUCATION/TRAINING

• Must complete school safety training within thirty (30) calendar days from hire date and annually thereafter
• Attend designated trainings as specified by supervisor and/or department director in order to maintain knowledge/skills
• Submit current/renewed licenses to Human Resources upon attaining

HISTORY

Job description and format updated: September 2026

Cheney Public Schools does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, economic status, pregnancy, familial status, marital status, disability, or the use of a trained guide dog or service animal, and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions: Title IX/Chapter 28A.640 Officer/Civil Rights Compliance Coordinator/ADA Coordinator - Brett Hale, Assistant Superintendent, Cheney School District, 12414 S. Andrus Rd. Cheney, WA 99004 Phone: (509) 559-4550; Section 504 Coordinator - Franklin Day, Director of Student Support Services, Cheney School District, 12414 S. Andrus Rd., Cheney, WA 99004 Phone: (509) 559-4507.

EQUAL OPPORTUNITY EMPLOYER