Payroll Coordinator

Job Title: Payroll Coordinator Work Year: 12-Month Position Reports To: Business Manager / Chief School Business Ocial (CSBO) Department: Business Oce Position Summary As the sole payroll practitioner for the district, the Payroll Coordinator manages the end-to-end payroll cycle for all salaried and hourly school district employees. This position demands a high level of autonomy, precision, and condentiality to ensure sta are compensated accurately and on time. The role is responsible for full-cycle payroll processing, Illinois state retirement reporting (TRS and IMRF), deduction management, and coordinating with the Township Treasurer's Oce, while also providing essential administrative support to the district oce. Core Responsibilities Full-Cycle Payroll Processing & Reconciliation

• Create, maintain, and distribute the annual district payroll schedule to all sta and administration, clearly communicating timecard submission deadlines, supervisor approval cut-os, and ocial pay dates.
• Execute the district's complete payroll cycle, transitioning raw timesheet data into nalized pay runs.
• Extract, review, and reconcile employee timecards, cross-referencing hours worked, paid time o, and leave balances with data from the district's third-party timekeeping vendor to ensure accurate data imports.
• Audit all timesheets for required administrative signatures, accurate mathematical calculations, and correct hourly pay rates prior to entry.
• Perform comprehensive pre-payroll reconciliations (trial runs) to verify the accuracy of total hours, salary adjustments, docks, and deductions against active payroll registers.
• Identify needed payroll corrections, investigate pay discrepancies, and accurately process necessary adjustments, retroactive pay, or o-cycle corrections.
• Validate all direct deposit setups, modications, and pre-notes.
• Coordinate directly with the Township Treasurer's Oce to authorize and execute the nal paycheck run.
• Securely stu, seal, and distribute physical paychecks and annual W-2 tax forms to respective school buildings or via mail. Compensation & Employee Records Management
• Serve as the primary point of contact for all employee payroll inquiries, providing excellent customer service while explaining pay calculations, tax withholding (W-4s), and deduction adjustments.
• Administer compensation for all salaried employees, including calculating contract balances, processing pay docks, and updating annual salary rate changes at the start of each academic year.
• Coordinate closely with the Human Resources and Benets departments to ensure the accurate alignment of employee salary data, status changes, and benet deductions.
• Generate, process, and distribute formal employee dock letters to accurately communicate pay reductions resulting from unpaid time o or exhausted leave balances.
• Process all onboarding and offboarding payroll logistics, creating physical employee les, inputting new hire data, and terminating records for exiting sta.
• Manage all voluntary and mandatory payroll deductions (e.g., taxes, union dues, garnishments, benets), entering initial setups and adjusting ongoing changes in the payroll system.
• Reconcile and process outbound vendor payments related to employee payroll deductions. State Retirement & Compliance Reporting
• Compile, reconcile, and submit monthly payroll reports, schedules, and gross-to-net summaries for Board of Education review and formal approval.
• Manage the district's Illinois Municipal Retirement Fund (IMRF) portal, accurately processing employee additions, terminations, monthly wage reporting, and annual IMRF reporting and reconciliation.
• Compile, verify, balance, and submit the complex Annual Teachers' Retirement System (TRS) report, managing all end-of-year TRS processing requirements.
• Prepare and submit required Illinois State Board of Education (ISBE) reports related to district personnel, compensation, and salary data (e.g., Educator Information System / EIS reporting).
• Assist in the tracking of employee hours for Aordable Care Act (ACA) compliance and coordinate the annual generation and distribution of 1095-C forms.
• Generate and submit required recurring state and federal tax and labor reports.
• Prepare and provide necessary payroll records, documentation, and data to support the district's annual nancial audit, state audits, and other internal or external audits as required. Oce & Administrative Support
• Serve as a welcoming point of contact for the district oce by answering the main switchboard and managing front-door visitor access.
• Assist the Business Manager/CSBO with special accounting or administrative projects as needed.
• Develop and maintain a comprehensive Payroll Standard Operating Procedures (SOP) manual to ensure business continuity.
• Maintain accurate and highly organized payroll records in compliance with the Illinois Local Records Act.
• Attend ongoing professional development, workshops, and seminars to remain current on the latest federal and state payroll regulations, TRS/IMRF updates, and industry best practices.
• Other duties as assigned. Minimum Qualications
• Bachelor's or Associate's degree in Accounting, Finance, Business Administration, Human Resources, or a closely related eld.
• Minimum of 3 to 5 years of previous experience managing full-cycle payroll (school district or municipal fund accounting experience highly preferred).
• Working knowledge of Illinois public school retirement systems (TRS and IMRF), ISBE reporting protocols, and state/federal payroll tax regulations.
• High prociency with nancial and payroll software (specically Skyward School Business Suite or similar K-12 ERP systems), spreadsheet applications (Excel/Google Sheets), and basic data entry.
• Familiarity with third-party time and attendance software (e.g., Frontline, TCP , ADP, etc.) and data export/import procedures.
• Exceptional attention to detail and mathematical accuracy.
• Ability to work independently as a single-person department while maintaining strict condentiality regarding sensitive employee compensation and demographic data.
• Must pass a ngerprint-based criminal background check and be eligible for employment in a public-school setting. Physical Requirements & Working Conditions
• Ability to sit for prolonged periods at a desk and work on a computer.
• Ability to lift up to 25 pounds (e.g., boxes of printer paper or employee les).
• Standard oce environment with frequent interruptions and strict deadlines.

9/10/2026