Job Title: Payroll Coordinator Exemption Status: Exempt
Reports to: Chief Financial Officer Date Revised: 4/7/2025
Dept. /School: Business Office
Contract: 226 days
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Primary Purpose:
Oversee and manage the districts payroll activities. Ensure accurate and timely preparation and processing of payroll, following procedures and regulations established by the department. Responsible for maintaining proper security and confidentiality of all records.
Qualifications:
Education/Certification:
High school diploma/GED
Sixty college hours or work experience equivalent preferred
TASBO Certification preferred
Experience:
Five - ten years of district business/administrative experience in public schools preferred. Two years or more of payroll experience.
Special Knowledge/Skills:
Ascender software experience preferred
Knowledge of payroll accounting and human resource procedures
Knowledge of federal and state laws pertaining to Payroll/HR
Ability to maintain accurate and audible records
Skills to use standard office equipment including use of computer applications to create
spreadsheets, databases, and perform word processing
Ability to perform highly accurate calculations and detailed data entry
Ability to work independently, with little to no supervision
Effective organization, communication, and interpersonal skills
Major Responsibilities and Duties:
1. Manage daily operations of payroll, Including, but not limited to payroll preparation and production, including regular, special, and supplemental payrolls. Ensure adherence to standards and procedures, and take steps to correct problems, delays, and inaccuracies according to established procedures.
2. Coordinate with the Human Resource Office, as necessary, regarding review of salaries submitted
for accuracy, timely and accurate payment to new hires, salary changes, and terminating employees.
3. Responsible for all payroll-related reporting (i.e., IRS form 941, W-2's and various TRS reports).
4. Ensure accuracy of payroll data input and calculations, balancing each payroll prior to check disbursement.
5. Responsible for payment of all liabilities generated through payroll, including but not limited to taxes, TWC, Teacher Retirement System (TRS) deposits.
6. Responsible for reconciliation and verification of monthly TRS reporting and payment. Be familiar with all rules, regulations and changes applicable to TRS reporting.
7. Serve as initial point of contact for employees regarding payroll inquiries.
8. Responsible for the accuracy and maintenance of all payroll master tables including but not limited to
deduction tables, banking, tax, insurance, and accruals.
9. Resolve issues that may arise concerning payroll matters (i.e. payroll deductions, salary questions).
10. Assist in payroll budget preparation.
11. Assist in audit preparation.
12. Process payroll, including all payroll reporting.
13. Maintain payroll files according to the District Record Control Schedule.
14. Maintain confidentiality of information.
15. Perform other duties as assigned.
Supervisory Responsibilities:
None
Mental Demands / Physical Demands /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 lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; occasional travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress