Payroll Specialist I

Job Title: Specialist                                                               Wage/Hour Status:  Non-Exempt 

Job Role: Payroll I                                                           Funding Source:  Local 

                                                                  Pay Grade: PR 7 

Department/School:  Payroll 

Function:  Finance 

Reports to:  Director of Payroll  

HR Date Approved:  November 2006 

HR Date Revised:  March 2024  

SUMMARY:

Under moderate supervision prepares payroll for the District including related reports. Ensures accurate and timely preparation of payroll records by following prescribed procedures and regulations. 

The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties and responsibilities noted herein, however, this list represents examples only, and is not a comprehensive listing of all functions and tasks performed by positions found in this job description. 

• Model KISD core organizational beliefs and values; perform duties effectively and efficiently for the purpose of supporting as well as contributing to high student achievement. 

• Provide program support and service delivery; communicate effectively within and across teams plus participate in cross-functional work groups. 

• Maintain a commitment to the District mission; model District expectations through personal leadership and actively support the efforts of others to achieve District goals. 

MAJOR RESPONSIBILITIES AND DUTIES 

Department Support 

• Provide administrative and clerical support to the department Director. 

• Handle routine inquiries to ensure a high level of service, responsiveness, knowledgeable support for employees and their supervisors.  

• Assist with all facets of the assigned department including but not limited to preparing items for board meetings, processing and monitoring Public Information Act requests, receiving, sorting, and distributing mail and other documents. 

• Responsible for maintaining inventories of supplies and material and ordering office supplies as needed. 

• Work and assist on special assignments, projects, and programs as directed. 

Payroll 

• Receive and audit time sheets for District employees as assigned. 

• Calculate employee wages, salaries, hours worked, overtime pay, and determine withholdings, deductions, and net pay. 

• Prepare paychecks and maintain employee payroll history. 

• Prepare and post payroll changes including time clock error logs, salary changes, terminations, and new employee information. 

Reception and Phones 

• Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff, referring appropriate inquiries or problems to the department Director. 

Reports and Correspondence 

• Compile pertinent data used to prepare various required state and local reports. 

• Prepare purchase orders and payment authorizations as directed. 

Policy, Reports, and Law 

• Maintain confidentiality. 

• Develop and maintain systems for retrieval of information in support of all programs; compile, maintain, file, and secure all physical and computerized reports, records, and other required documents. 

• Pursue Professional Development activities for self and assigned staff; ensure that Professional Development activities are aligned with District goals and initiatives and current professional research. 

• Comply with all policies, operating procedures, legal requirements, and verbal and written directives. 

• Comply with the Professional Code of Ethics and Standard Practices for Texas Educators. 

• Follow District safety protocols and emergency procedures. 

• Perform other related duties as assigned. 

QUALIFICATIONS:

Education/Certification: 

• High School Diploma or equivalent 

• Associate Degree (preferred) 

Experience:

• Three (3) years successful related work experience 

• Experience in public education payroll environment (preferred) 

SPECIAL KNOWLEGDGE/SKILLS/ABILITIES: 

• Proficient skills in keyboarding, data entry, word processing, and file maintenance 

• Ability to use software to develop spreadsheets and databases and do word processing 

• Ability to prioritize workflow to address the multiple needs of the supervisor or the department 

• Ability to multi-task numerous complex administrative activities 

• Basic math skills 

• Strong organizational, communication, and interpersonal skills 

• Knowledge of school district organization, operations, and administrative policies 

• Ability to read and comprehend instructions, correspondence, and memos 

• Excellent public relations, organization, communication, and interpersonal skills 

SUPERVISORY RESPONSIBILITES: 

• None 

MENTAL/PHYSICAL DEMANDS AND ENVIRONMENTAL FACTORS: 

Tools/Equipment Used:  

• Standard office equipment including personal computer and peripherals 

Posture: 

• Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting  

Motion: 

• Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching  

Lifting: 

• Occasional light to moderate lifting and carrying (less than 44 pounds) 

Environment:  

• Work to be completed on-site from assigned school or building; regular exposure to noise and computer monitors 

• No remote work 

• Occasional districtwide travel 

Mental Demands:  

• Work with frequent interruptions; maintain emotional control under stress work; prolonged or irregular hours