Payroll Manager

JOB SUMMARY: Manage ESC-20's payroll system, including: managing data interfaces between systems; managing data storage; preparing, processing and posting payroll; preparing payroll adjustments; promoting efficient operations through process and system recommendations; and, accurately and timely compiling monthly, quarterly, and annual reports. Assist with payroll-related bank reconciliation and bank inquiry, as needed. Supervise assigned staff.

POSITION REQUIREMENTS:

JOB KNOWLEDGE, SKILLS/ABILTIES

Knowledge

• Bachelor's degree required from an accredited university; major in accounting preferred.
• Three to five years of experience in payroll accounting required.
• Experience in management of multiple, simultaneous tasks.
• Experience with robust payroll system is required.
• Experience with a timekeeping system.
• Experience with Texas Education Agency Financial Accountability System Resource Guide is preferred.
• Knowledge and/or experience in office procedures, office machines and computerized accounting procedures.
• Knowledge of Microsoft Office or Google Workspace to maintain/create spreadsheets and documents.

Skills/Abilities

• Ability to perform the functions of the position with minimal supervision.
• Ability to compose effective correspondence, prepare, and type reports.
• Ability to make problem solving decisions regarding payroll issues.
• Proficiency with standard functions within applications such as Microsoft 365/Google, (word processing, spreadsheets, presentation software), e-mail, web browsers, and databases.
• Proficiency with computers (PCs and/or MACs) to include file and desktop management and operations, and working in a cloud-based and/or networked environment.
• Exceptions to these requirements will be considered based on exemplary skills, training, and record of success.

PRODUCTS/OUTCOMES

Management

• Supervise and manage staff to process payroll efficiently and accurately.
• Communicate with staff on changes and updates regarding payroll.
• Maintain active communication with HR with any changes in payroll and communicate information to staff or related parties.
• Communicate to the supervisor on updates in critical areas that need attention and coordinate staff to do the same.
• Lead and professionally develop staff.

Payroll systems and data management

• Develop systems and procedures to manage payroll data and systems.
• Develop and maintain efficient processes to ensure management of data being transferred between Human Resource systems, Payroll systems, and timekeeping system.
• Work effectively with HR staff to manage the flow of data necessary to accurately prepare employee payroll.
• Manage electronic storage of data related to payroll management storage system for all payroll documents, including: payroll record cards, Employee Data Changes, journals, reports, attendance, deduction information, etc.

Payroll processing

• Prepare and process ESC-20 payroll, including: adding new employees to payroll; updating employee records; processing separated employees; issuing and voiding payroll checks; initiating payroll adjustments; and, preparing checks for withholding, social security, teacher retirement and all payroll liabilities monthly.
• Ensure that all withholding amounts are timely and paid to the appropriate parties based upon statutory or contractual requirements, including but not limited to federal income tax and social security tax withholding and employee match, retirement, health insurance and other voluntary deductions.
• Process all payrolls, payroll adjustments and encumbrance runs on database through utility processes.
• Manage the interface of payroll data with other systems (i.e., depository bank, Internal Revenue Service, Social Security Administration, Texas Workforce Commission (TWC), Teacher Retirement System, etc.).
• Enter payroll data on the database and ensure data entered is balanced.
• Check the payroll reports monthly for accuracy.
• Audit monthly leave input/reports for accuracy.
• Make payroll adjustments, cross-referencing all ESC-20 journals; follow all of the above procedures.
• Maintain and support the Time Accounting System (TAS).
• Provide assistance to client's staff regarding payroll matters.
• Resolve employee inquiries about leave balances, payroll amounts, W-2s, etc., in a prompt, courteous, and expedient manner.

Reporting

• Timely prepare and file all necessary federal and state reports, including but not limited to the following:
• Teacher Retirement System of Texas (monthly),
• Internal Revenue Service/Social Security reports (quarterly),
• TWC unemployment (quarterly),
• W-2s (annually).
• Reconcile all payroll-withholding accounts to monthly billings (i.e., health, dental, life and disability insurance, along with medical and dependent care reimbursement accounts), reporting all discrepancies to appropriate personnel.

Timekeeping Management

• Develop and maintain efficient and updated timekeeping processes.
• Ensure accurate calculation of supplemental or absence deductions, overtime, monthly attendance, and hourly time sheets.

Operational Efficiency

• Recommend changes needed to promote increased operational efficiency and develop processes and procedures needed to implement such changes.
• Maintain and develop Excel spreadsheets when necessary for efficient, accurate, and effective operation in the Financial Services Department.

INITIATIVE

• Demonstrate initiative, persistence, and a proactive approach to assigned responsibilities.
• Demonstrate the use of sound judgement and ingenuity in problem solving to meet the needs of the Center and clients served.
• Seek, participate, and engage in job-related learning and development experiences that provide professional growth.
• Remain current with industry standards, developments, and applicable laws/regulations; implement accordingly.
• Demonstrate flexibility and adaptability to new situations and assignments.
• Set challenging goals and reach a high standard of performance despite barriers encountered.
• Perform duties with awareness of broader organizational impact, ensuring actions and decisions support department and organizational success.
• Promote and support continuous improvement and organizational change.
• Work under minimal supervision.

COMMUNICATION/HUMAN RELATIONS

• Model the Principles of Public Service (Policy AD LOCAL).
• Communicate in a timely and effective manner and interact professionally.
• Build professional relationships with colleagues and clients, maintaining regular interaction to meet shared outcomes.
• Demonstrate self-confidence, professionalism, and a high level of customer service skills (e.g., courtesy, patience, diplomacy, etc.) at all times and, in particular, when under stressful or unprecedented situations while working with colleagues and clients.
• Demonstrate professional-level written and oral communication skills.
• Work collaboratively in a team setting.
• Keep supervisors informed.
• Regularly handle and maintain confidentiality of sensitive communications and information at all times.

SUPERVISION AND ORGANIZATION OF STAFF

• Ensure that a comprehensive system of supervision, substantive performance evaluation, and staff development is provided to staff members.
• Recommend a staffing pattern for the department which ensures efficiency and effectiveness in all areas.
• Recruit individuals who best match he requirements for the position and the culture of the Center.
• Provide leadership, direction, and support to assigned staff to ensure timely achievement of department goals and outcomes.

BUDGET RESPONSIBILITY

• Be aware of and follow Center guidelines of allowable costs when recommending use of public funds for expenditures for supplies, equipment, and facilities in area of assignment.

PHYSICAL/MENTAL DEMANDS & ENVIRONMENTAL FACTORS

• Tools/Equipment Used: Standard office equipment including personal computer, peripherals, copy machine, phone, etc.
• Posture: Prolonged sitting; occasional standing, bending/stooping, pushing/pulling, and twisting.
• Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.
• Lifting: Light lifting and carrying (less than 15 pounds); occasional heavy lifting/carrying (15-50 pounds).
• Environment: This role primarily operates in an in-person, dynamic office setting, characterized by frequent verbal communication, movement, and collaboration among team members (small to large in-person gatherings/meetings); exposure to low or intense illumination; exposure to office equipment noise; may work prolonged or irregular hours; occasional travel; and, occasional remote work (after pre-determined length of employment).
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress.

ADDITIONAL REQUIREMENTS

• Champion and model the Center's Mission, Vision, Core Values, and Service Standards.
• Function within the policies and procedures of ESC-20.
• Accept other responsibilities as assigned.
• Dress and groom appropriately for the ESC-20 work setting.
• Travel independently to fulfill responsibilities of the position.
• Maintain regular and reliable attendance, majority in-person/onsite.
• Serve at the will of the Executive Director.

Deadline to apply: June 1, 2026