Payroll Specialist

Who We Are:

Waukegan Community Unit School District No. 60, where we serve over 13,000 students from preschool through grade 12 on the scenic shores of Lake Michigan, midway between Chicago and Milwaukee. With one early learning center, 15 elementary schools, five middle schools, and two high school campuses, we are committed to providing an inspiring, inclusive, and supportive learning environment. Be part of a dynamic team making a real impact in the communities of Waukegan, Beach Park, and Park City.

Why We Do This Work:

The Waukegan Community Unit School District No. 60 has set an ambitious agenda for change, guided by the belief that all children, regardless of circumstances, can achieve at high levels, and academic gaps can and will be eliminated with the support of teachers who deliver engaging, relevant, and academically rigorous instruction that excites students and instills a love of learning in them.

Organizational Relationship:

Directly responsible to the Payroll Manager, indirectly responsible to the Director of Business and Financial Services, and the Associate Superintendent of Business and Financial Services.

Essential Duties & Responsibilities:

• Assist in processing payroll for custodians, maintenance personnel, office secretaries, psychologists, teachers, paraprofessionals, internal and external substitutes, cafeteria personnel, and other district employees in a confidential, accurate, and professional manner.
• Develop and maintain a thorough knowledge of applicable Board policies, collective bargaining agreements, payroll regulations, retirement system requirements, and payroll software necessary for the accurate processing of employee compensation.
• Prepare, enter, verify, and maintain payroll data and employee compensation records within the District's payroll and financial management systems.
• Assist in the collection, organization, maintenance, and retention of payroll, personnel, attendance, and related records in accordance with District procedures and applicable regulations.
• Provide payroll support and customer service to district offices, schools, administrators, and employees regarding payroll processing, deductions, attendance reporting, leave balances, and compensation matters.
• Maintain strict confidentiality regarding all payroll, personnel, employment, and financial information.
• Assist with payroll-related fiscal year-end closing and new fiscal year opening procedures, including salary schedules, contract updates, and employee compensation records.
• Support annual financial audits and payroll compliance reviews by preparing and providing payroll documentation and reports as requested.
• Assist in obtaining, reviewing, and processing records for newly hired, transferred, and terminating employees to ensure accurate payroll setup and separation processing.
• Prepare and enter payroll data related to employee contracts, salary placements, stipends, extra-duty assignments, leave usage, salary adjustments, and other compensation transactions.
• Process payroll record changes, including tax withholdings, voluntary deductions, garnishments, levies, child support orders, direct deposits, and other payroll adjustments.
• Collect and review paraprofessional payroll reports and supporting documentation from school offices in accordance with established payroll schedules.
• Verify employee attendance and payroll accuracy using district systems such as AESOP, iVisions, and other approved payroll and attendance management software, and reconcile discrepancies as necessary.
• Calculate payroll adjustments related to attendance, absences, tardiness, dock time, leave usage, and other applicable payroll transactions.
• Review and verify labor reports, timesheets, and contracts for non-salaried employees, ensuring proper authorization, pay rates, account coding, and supporting documentation are present prior to payroll processing.
• Process payroll information for salaried and non-salaried employees for semi-monthly payroll cycles.
• Assist in verifying payroll data entry and reviewing payroll registers, reports, and exception listings to ensure payroll accuracy.
• Prepare, sort, distribute, and process payroll checks, direct deposit notifications, payroll deduction payments, and related payroll documents.
• Respond to employee and administrator inquiries regarding pay, payroll deductions, attendance reporting, leave balances, retirement reporting, and compensation matters, and prepare reports or replacement checks as necessary.
• Assist in processing and maintaining records required for the Illinois Municipal Retirement Fund (IMRF), Teachers' Retirement System (TRS), and other retirement-related reporting requirements.
• Assist auditors with payroll-related audit requests and provide supporting documentation during annual financial and compliance audits.
• Process payroll-related correspondence and distribute incoming and outgoing mail for the Payroll Office.
• Provide administrative and operational support related to payroll processing and employee compensation administration.
• Perform other duties as assigned by the Payroll Manager, Director of Business and Financial Services, Associate Superintendent of Business and Financial Services, or designee.
• Assist other payroll personnel as directed and perform related payroll and business office duties as assigned.

Qualifications:

• Commitment to the belief that all children, regardless of circumstances, can achieve at high levels.
• Good communication, organizational, computer, and interpersonal skills required.
• Prior payroll processing experience required; school district payroll experience preferred.
• Knowledge of payroll procedures, payroll regulations, employee compensation practices, and retirement reporting requirements.
• Demonstrated ability to work effectively with numerical data, maintain a high degree of accuracy, and consistently meet payroll deadlines.
• Successful experience demonstrating strong communication, customer service, interpersonal, and time-management skills.
• Ability to work with payroll and financial data in multiple computer environments, including district-wide network systems, payroll software, financial management systems, and web-based applications.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Demonstrated attention to detail and ability to verify information for completeness, accuracy, and compliance.
• Excellent organizational skills with the ability to prioritize, schedule, maintain records, and manage multiple payroll processes simultaneously.
• Ability to perform detailed record-keeping functions while maintaining strict confidentiality.
• Ability to work independently with minimal supervision in a fast-paced environment and under established payroll deadlines.
• Ability to professionally and efficiently respond to employee questions, concerns, and requests regarding payroll matters.
• Ability to establish and maintain effective working relationships with employees, administrators, retirement system representatives, and other stakeholders.
• Ability to conduct oneself in a professional, ethical, and courteous manner at all times.
• Demonstrated initiative, dependability, strong work ethic, and commitment to providing high-quality payroll services.

Note: The above statements are intended to describe the essential functions and related requirements of persons assigned to this job. They are not intended as an exhaustive list of job duties, responsibilities, and requirements.

Work Environment: Busy office environment with multiple priorities and frequent interruptions.

Safety: The employee is responsible for taking any and all steps necessary to protect themselves and others against occupational accidents, injuries, and illnesses.

Terms of Employment: 12 months.

Compensation: Per WPSS Salary Structure, Specialist

Benefits

Waukegan Community Unit School District #60 offers comprehensive benefits, including medical, dental, and vision coverage; retirement plans (TRS and voluntary 403(b)); Employee Assistance Program (EAP); flexible spending accounts; wellness programs; and additional services such as identity theft protection and LegalShield. Refer to the Waukegan Community School District #60 Employee Benefits site for specific eligibility requirements and options.

Pre-employment Background Checks Employment with Waukegan Community Unit School District No. 60 is contingent upon the successful completion of a criminal background check, fingerprinting, and all required pre-employment screenings, including checks of the Statewide Sex Offender Database and the Statewide Murderer and Violent Offender Against Youth Database, as mandated by Illinois School Code (105 ILCS 5/10-21.9). When applicable, employment is also contingent upon the successful completion of a pre-employment drug test. Waukegan Community Unit School District No. 60 complies with all applicable state and federal laws governing employment practices.

Reasonable Accommodations Waukegan Community Unit School District #60 is committed to providing reasonable accommodations to applicants and employees with disabilities in compliance with the Americans with Disabilities Act (ADA), the ADA Amendments Act, and applicable state and local laws. If you require assistance or accommodation in completing any part of the application process, interviewing, or otherwise participating in the employee selection process, please contact the Human Resources Department at (224) 303-1023.

Application Process Candidates must submit an online application via the District website www.wps60.org by the closing date. Only online positions will be considered. If you have questions regarding the application process, please contact the Human Resources Department at (224) 303-1023.

EEO Commitment Waukegan Community Unit School District #60 is an equal opportunity employer. We provide employment opportunities without regard to age, race, color, gender, gender identity, religion, national origin, marital or military/veteran status, sexual orientation, pregnancy, parental status, genetics, disability, or any other protected category in accordance with federal, state, and local laws.