Payroll Specialist

PAYROLL SPECIALIST

LOCATION: Educational Leadership & Support Center

CLASSIFICATION:  1.0 FTE 12-mo position - Salary Range $60,000 - $65,000

Salary Non-Administrative Meet and Confer Work Group Table B - All benefits in accordance with work agreement. Reports to Payroll and Benefits Manager.

Department hours are 7:30 a.m. � 4:00 p.m. Monday � Friday except for designated weeks in June/July that are 7:00 a.m. � 5:00 p.m. Monday � Thursday. Occasional overtime may be required.

SUMMARY: The Payroll Specialist is responsible for ensuring the accurate and timely processing of bi-weekly payroll while maintaining compliance with district policies, collective bargaining agreements, and applicable laws. This position serves as a key resource for payroll administration by ensuring data integrity, providing exceptional customer service, supporting cross-functional operations, and contributing to continuous process improvement.

ESSENTIAL FUNCTIONS: To perform this job successfully, an individual must be able to perform each key responsibility and expectation satisfactorily. 

KEY JOB RESPONSIBILITIES:

Payroll Processing & Quality Assurance: Manage the complete bi-weekly payroll process, ensuring accurate entry, verification, auditing, and reconciliation of employee hours, deductions, benefits, overtime, and payroll adjustments. Identify and resolve discrepancies while maintaining accurate payroll records. 

Compliance: Maintain compliance with applicable federal, state, and local laws and district policies, including IRS regulations, FLSA, FMLA, ACA, HIPAA, wage reporting, tax filings, and other payroll requirements. Monitor regulatory changes and implement necessary process updates.

Problem Resolution & Employee Support: Investigate and resolve payroll issues. Respond to employee inquiries with accurate, timely, and professional service.

Collaboration: Work closely with other departments to ensure alignment of payroll, benefits, and employee data. Collaborate with internal teams and external vendors to support accurate payroll processing and resolve system or data issues.

Confidentiality & Security: Maintain the confidentiality of all payroll and employee information, adhering to privacy laws and best practices for data security. Safeguard sensitive information in all aspects of payroll processing and communication.

Training & Mentorship: Train, guide, encourage, and support Payroll Assistants to ensure work is accurate, complete, and aligned with district policies and procedures.

Payroll Integrity: Exercise sound judgment in reviewing payroll transactions, identifying potential issues before payroll is finalized, and ensuring the integrity and accuracy of payroll records.

KEY ROLE EXPECTATIONS:

Dependability and Time Management: Demonstrate regular and reliable attendance, effectively prioritize work, meet deadlines, manage competing priorities, and ensure responsibilities are completed accurately and on time.

Critical Thinking & Adaptability: Analyze issues, solve problems, and adapt to changing priorities, regulations, and operational needs while maintaining accuracy.

Ownership of Responsibilities: Demonstrate initiative and accountability by taking ownership of assigned responsibilities and contributing to the overall success of the department. Proactively identify opportunities for improvement, support teammates during busy periods, suggest solutions, and take the lead on initiatives that strengthen department performance.

Professionalism: Maintain a professional appearance and demonstrate confidence, composure, and competence when interacting with others or resolving issues. Uphold confidentiality to promote trust, strengthen credibility, and ensure sensitive information is handled appropriately.

Customer Service and Communication: Build positive relationships with employees, vendors, and colleagues through professional, timely, and accurate communication while providing exceptional customer service.

Continuous Improvement: Seek opportunities to improve payroll processes, increase efficiency, strengthen internal controls, and support ongoing enhancements to systems and procedures.

Commitment: Demonstrate flexibility to work additional hours during peak payroll periods or as needed to meet deadlines while maintaining accuracy and quality.

EDUCATION and EXPERIENCE: 

• Bachelor's Degree in Business Administration, Accounting, or related field preferred.
• Three or more years of payroll or related experience, including payroll processing, customer service, and demonstrated proficiency using and training others on Human Resource Information Systems (HRIS).
• Strong computer skills including accurate data entry, professional use of email, and proficient utilization of Google Suite and Microsoft Office Suite products.
• Proven experience working in a fast-paced environment and managing multiple priorities with frequent interruptions.
• Experience integrating new technologies and online resources into work practices. 

LANGUAGE SKILLS: Ability to read, interpret, and communicate information clearly and effectively in both oral and written form. Ability to prepare reports, training materials, and employee communications and respond professionally to questions from a variety of stakeholders.

MATHEMATICAL SKILLS: Ability to perform payroll-related mathematical calculations involving percentages, deductions, accruals, decimals, and formulas. Proficiency using spreadsheets, calculators, and databases to analyze and validate payroll information.

PHYSICAL DEMANDS: While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk, hear, and use hands and fingers to handle objects or controls. The employee will sometimes push/pull items such as tables and carts. Specific vision abilities required by this job include close vision, color vision and the ability to adjust focus while working with computers, written materials, reports, assessment data, etc.

The Cedar Rapids Community School District is an Equal Opportunity Employer. The district does not discriminate on the basis of race, creed, color, gender, national origin, religion, age, marital status, sexual orientation, veteran status, or disability.