Payroll Coordinator

Reports to: Payroll Manager

Wage/Hour Status: Exempt

Dept./School: Administrative Services

Pay Family: Professional/Administrators

PC Assignment: Coordinator, Payroll

Pay Grade: 03

PC Assignment Code: 45015

Minimum Salary: $78,915

Duty Days: 230 days per school year

Primary Purpose:

Coordinate payroll processes to ensure accurate and timely processing of monthly, biweekly, special, and supplemental payrolls in compliance with applicable federal, state, and district requirements. Review payroll data, calculations, deductions, reports, and records for accuracy; support the resolution of routine payroll issues; and provide technical support to payroll staff and district employees. Collaborate with the Payroll Manager, Human Resources, Accounting, and other district departments to support efficient payroll operations and responsive service.

Qualifications:

Education and Certification

• Bachelor’s degree from an accredited college or university, preferably in accounting, finance, business administration, or a related field
• Texas Association of School Business Officials (TASBO) certification (preferred)

Experience

• Three (3) years of payroll experience, including experience using payroll and timekeeping systems
• Experience processing payroll in a high-volume environment (preferred)
• Experience in a public school district environment (preferred)
• Experience using eFinancePlus and Red Rover (preferred)

Knowledge and Skills

• Working knowledge of local, state, and federal laws and regulations related to payroll processing and reporting
• Working knowledge of payroll accounting, auditing principles, and payroll reporting requirements
• Working knowledge of Teacher Retirement System of Texas (TRS) rules and regulations
• Working knowledge of payroll systems, employee deductions, benefits, leave, wage/hour requirements, and payroll-related employment changes
• Advanced mathematical and analytical skills to verify payroll data accuracy, perform calculations, reconcile records, and identify discrepancies
• Proficient technology skills, including the use of productivity software and digital tools to create reports, analyze data, maintain records, and support payroll processing
• Proficient organizational, interpersonal, verbal, and written communication skills
• Ability to prioritize workflow, meet established deadlines, and maintain accuracy in a high-volume environment
• Ability to handle confidential payroll information and records with discretion and sound judgment
• Ability to provide technical guidance and support to payroll staff and district employees regarding payroll procedures and routine issues

Key Responsibilities:

Payroll Processing and Verification

• Coordinate and process assigned monthly, biweekly, special, and supplemental payrolls in accordance with district procedures and established timelines
• Review and verify payroll data, including employee pay, hours, stipends, deductions, leave, benefits, direct deposit information, and employment-related changes
• Balance assigned payrolls and verify calculations prior to payroll disbursement; identify discrepancies and resolve or escalate issues as appropriate
• Process payroll adjustments, supplemental payments, direct deposit transactions, and other payroll-related transactions as assigned

Compliance, Reporting, and Records

• Apply district procedures and applicable federal and state requirements related to payroll processing, wage and hour rules, deductions, leave, retirement, and reporting
• Compile, maintain, and file payroll reports, records, and required documentation, including auditable payroll records
• Prepare, review, and submit assigned payroll reports and documentation to support district, state, and federal reporting requirements
• Assist with payroll data reviews, audits, reconciliations, and follow-up activities to support accurate payroll reporting and compliance

Systems Coordination and Department Support

• Coordinate with Human Resources, Accounting, Benefits, and other district staff regarding employment actions, payroll changes, deductions, leave, and system updates that affect payroll processing
• Participate in the testing, implementation, and refinement of payroll procedures, system processes, forms, and reports
• Use payroll and financial systems to generate reports, verify data, research discrepancies, and support accurate payroll processing
• Communicate payroll timelines, documentation requirements, and routine payroll information to administrators, departments, and employees

Staff and Customer Support

• Serve as a technical resource to payroll specialists by answering procedural questions, supporting consistent processing practices, and assisting with routine issue resolution
• Assist the Payroll Manager with workflow coordination, training, and orientation of payroll staff as assigned
• Provide payroll-related support to administrators, principals, directors, and district staff regarding routine payroll questions, concerns, and issues
• Research payroll discrepancies and employee concerns, communicate findings clearly, and escalate complex or sensitive matters to the Payroll Manager

Additional Responsibilities:

• Adhere to all district policies, procedures, and expectations as outlined in the employee handbook and administrative regulations
• Follow district safety protocols and emergency procedures
• Participate in professional development, faculty/department meetings, and special events as assigned
• Perform additional duties assigned to support the mission and goals of the district and department

Supervisory Responsibilities:

• None

Mental Demands/Physical Demands/Environmental Factors:

Tools and Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including 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 districtwide and statewide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Appointment:

The Superintendent of Schools approves the appointment of this position based on the applicant’s training, experience, and expertise.