Payroll Specialist

The Payroll Specialist is primarily responsible for processing payroll for all district staff and ensuring that the related activities are executed with timeliness and accuracy. Related activities include time-off management, state and federal tax payments, and compliance with the Wisconsin Retirement System (WRS).

Essential Duties & Responsibilities (other duties as assigned):

• Support the day-to-day operations of payroll including answering employee questions, processing non-electronic time sheets and special pays, changes to miscellaneous employee deductions, and handbook clarifications related to payroll.
• Enters and extracts all data for timely payroll processing.
• Completes all processing for payroll procedures, including verification of data before check/EFT statements are printed
• Maintains electronic records of payroll system upon completion of payroll.
• Processes Automated Clearing House (ACH) and Unemployment Compensation (UC) transmittal files.
• Provides superior customer service to all stakeholders, both internal and external.
• Maintains appropriate documentation related to his/her area of responsibility for the annual audit.
• Other duties as assigned; significant duties added on a long-term basis will be brought to the Board of Education for approval.
• Monitors and transfers time-off data from Frontline to Skyward.
• Set up and monitor HSA accounts.

Related to Finance:

• Updates payroll information when new or revised employee paperwork is turned in.
• Prepares quarterly reports and deposits for all vendor, local, state, and federal transactions including taxes, retirement system contributions, social security, TSA's, garnishments, and any other employee deductions that must be transferred to a third party.
• Processes annual employee Wage and Tax Statement (W-2's)
• Follow essential payroll procedures related to accuracy verification and monitoring.
• Understands and applies the WUFAR guidelines when reviewing payroll reports.

Related to Human Resources:

• Monitor PTO and vacation leaves including FMLA, workers compensation, and disability.
• Keeps accurate records of all staff leaves and absences as they relate to payroll processing.
• Carries out the provisions of employee contracts and Board payroll policies regarding school employees and school officials.
• Ensure the timely enrollments & terminations of staff in the Wisconsin Retirement System (WRS).
• Maintains an effective positive relationship with supervisors, co-workers, dependents and vendor representatives.
• Assist when needed to verify accuracy of Skyward's Employee Management data.

Related to Substitutes:

• Assists staff members with Red Rover processes and reports
• Monitor and verify accuracy of Skyward''s Sub-Tracking module as it relates to payroll.
• Collaborate with building level secretaries to ensure accurate entry of both substitutes and additional subs needed for coverage related to non-absences (internal professional development, IEP meetings, etc.)
• Works closely with all business services and Human Resources staff to insure accurate and efficient exchange of information

Related to Other Specified:

• Supports day-to-day operations for the Director of Finance business services as needed, while maintaining 100% confidentiality.
• Uses the Data Mining tools in Skyward to generate reports as needed.
• Handles inquiries from the public, employees, other departments, and outside agencies in collaboration with the Director of Finance.
• Prepare monthly Topic Summary Sheets (TSS') requested by the Director of Finance.

Physical Requirements:

• Ability to remain at a workstation in a stationary position for extended periods, particularly during critical "Payroll Week" windows where focus cannot be broken.
• Constant and prolonged use of hands and fingers for rapid 10-key numeric data entry and typing to process timesheets, salary adjustments, and tax withholdings.
• Ability to maintain intense visual focus on multi-screen setups to audit complex spreadsheets and detect minute discrepancies in financial data and benefit deductions.
• Ability to occasionally bend, stoop, and reach to operate high-volume check printers, scanners, and to access secure, fireproof filing cabinets for sensitive tax/payroll records.
• Ability to lift and move reams of paper, payroll reports, or boxes of checks weighing up to 20-25 pounds.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.