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Payroll and Benefit Supervisor

Job Description


This position was established for the purpose of ensuring the accuracy and compliance of preliminary and final payroll reports, timesheets, and spreadsheets, etc; assuring accurate program and funds distribution; providing federal, state and district personnel with requested information necessary for timely and accurate payroll payment of district employees; administration benefits program; and directs other employees as may be required; and a commitment to customer service.

This job reports to the Director of Finance


  1. Assists auditors for the purpose of providing supporting documentation and/or information on internal process that is required for audit.
  2. Maintain liaison between payroll and human resources for the purpose of coordinating activities, discussion and resolution of problems.
  3. Supervises payroll staff; training, cross-training and evaluating for the purpose of maintaining an efficient quality payroll team.
  4. Authorizes monthly payments to insurance companies for the purpose of ensuring ongoing insurance coverage for employees and their families.
  5. Compiles statistical and payroll data from a variety of sources (e.g. time sheets/payroll, salary adjustments, tax deposits, benefits, etc.) for the purpose of providing summaries to other personnel, and/or ensuring compliance with established guidelines.
  6. Confers with a variety of internal and external parties (city/state/federal agencies, etc.) for the purpose of ensuring the accurate payroll processing.
  7. Coordinates preparation of monthly payroll for the purpose of ensuring the timely and accurate compensation of employees.
  8. Informs personnel and/or carriers and/or financial institutions regarding required documentation and/or procedures for the purpose of conveying information necessary to complete transactions.
  9. Maintains a wide variety of payroll information, files and records for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.
  10. Monitors assigned payroll activities and/or program components for the purpose of ensuring compliance with established financial, legal and/or administrative requirements.
  11. Participates in meetings, in-service training, workshops, etc. for the purpose of conveying and/or gathering information required to perform job functions.
  12. Performs general clerical functions (e.g. scheduling, copying, faxing, data entry, filing, typing, answering telephone, greeting individuals, etc.) for the purpose of supporting office operations.
  13. Prepares a variety of payroll related documents (e.g. invoices for overpayments, retirement plan transfers, payroll register, stop payments, W-2 controls, worker’s compensation, reports, memos, letters, sub reports, garnishments, child support payments, dues to associations, tax shelters, EOM reports, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.
  14. Processes a wide variety of payroll documents and materials (e.g. time sheets, withholding information, COBRA, employee contributions, etc.) for the purpose of disseminating, updating information and/or authorizing timely payment to appropriate parties.
  15. Reconciles payroll account balances (e.g. time sheets, direct deposits, wage attachments, benefits, etc.) for the purpose of maintaining accurate account balances and complying with established guidelines.
  16. Researches discrepancies of payroll information and/or documentation (e.g. time sheets, leave time, etc.) for the purpose of ensuring accuracy and adherence to procedures prior to processing. Resolves discrepancies with payroll and/or benefit information and/or documentation (e.g. payroll, benefit provider/s, withholding versus W4, salary status, etc.) for the purpose of ensuring accuracy of records and employee payments.
  17. Responds to inquiries regarding payroll procedures (e.g. wage levies and garnishments, savings, contributions, direct deposits, etc.) for the purpose of providing necessary information for making decisions, assisting employees, taking appropriate action and/or complying with established fiscal guidelines.
  18. Reviews payroll and a variety of insurance-related information (e.g. payroll reports, medical / dental / vision / disability billing forms, carrier forms, Cobra requirements, etc.) for the purpose of ensuring accuracy of payroll and insurance records.
  19. Maintains consistent presence at assigned worksite and regularly work hours specified under contract.
  20. Professionally interacts with Students, Staff, and Members of the Public.
  21. Complies with all District policies and Code of Professional Conduct.
  22. Collaborates with others for the purpose of implementing and maintaining services and/or programs.
  23. Perform other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit


Skills, Knowledge and Abilities
SKILLS are required to perform single, technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: preparing and maintaining accurate records; and using pertinent software applications.

KNOWLEDGE is required to perform algebra and/or geometry; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: principles and techniques involved in payroll preparation, monitoring and control; labor contracts and their impact on payroll; and State Education Codes and other applicable laws.

ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability-based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; and working as part of a team with detailed information/data and frequent interruptions

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; and tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job’s functions. There is a continual opportunity to have some impact on the organization’s services.

Working Environment
The usual and customary methods of performing the job’s functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 60% sitting, 20% walking, and 20% standing. This job is performed in a generally clean and healthy environment.

Job related experience and four years of increasing levels of responsibility in payroll and benefits is required. School district payroll and supervisory experience preferred.

BA/BS degree in Accounting preferred.

None Specified

Required Testing
None Specified

Certificates & Licenses
Valid Driver’s License & Evidence of Insurability

Continuing Education/Training
None Specified

Criminal Justice Fingerprint/Background Clearance

FLSA Status

Salary Grade
Payroll & Benefit Supervisor

Updated: 07/2012