Human Resources/Payroll Specialist

Southeast Polk Community School District; Pleasant Hill (IA); On-site; USD 50,000 - 60,000; Full time

Job summary

Southeast Polk Community School District is seeking a Human Resources/Payroll Specialist to serve as the operational liaison between HR and Business/Payroll. The role emphasizes cross-departmental HR, benefits, and payroll processes with strict attention to accuracy and compliance.

The position supports internal controls, staff training, and collaboration with leadership to ensure district-wide compliance with federal and state regulations.

Qualifications

• High school diploma required; associate degree or certificate in related field preferred.
• SHRM-CP, PHR, or pHCLE certification preferred.
• Minimum of three years of accounting, payroll, and/or HR experience; five years preferred.
• Working knowledge of onboarding documents and procedures (I-9, W-4, Central Employee Registry).
• Familiarity with federal/state labor laws (FMLA, ADA, FLSA).
• Experience with HRIS/ERP software.

Responsibilities

• Enter new pay rates and maintain existing pay rates in the system.
• Conduct pre-payroll audits to ensure accuracy and proper duties separation.
• Maintain position control and ensure new hires are assigned to vacancies.
• Maintain updated job descriptions for active positions.
• Coordinate leaves of absence and ADA accommodations with confidentiality.
• Coordinate with payroll on leave balances and wage adjustments.
• Process employment verification forms for IPERS, DHS, DE, and banks.
• Support unemployment claim processes with required documentation.
• Generate employee data reports for audits and compliance.
• Assist Benefits Coordinator with open enrollment, payroll deductions, and leave accruals.
• Verify changes to direct deposit and tax withholding per controls.
• Provide backup HR/Business Services support and respond to inquiries.
• Collaborate to test and implement automated workflows.
• Coordinate annual cash-handling training and secure cash procedures.
• Maintain confidentiality of payroll and personnel records.
• Participate in professional development and training.
• Perform other duties as assigned by CFO or COO/HR.

Skills

Attention to detail

Communication skills

Analytical thinking

Data entry

Organization

Education

Associate degree or certificate program

High school diploma

Tools

HRIS software

ERP software

Microsoft Office (Word, Excel)

Google Workspace

Job description

SOUTHEAST POLK COMMUNITY SCHOOL DISTRICT

Job Description

Title: Human Resources/Payroll Specialist FLSA Status: Non-exempt
Department: Human Resources and Business Services FT/PT: Full-time 7:30am-4:00pm M-F
Reports to: Chief Financial Officer (CFO) Chief Operations Officer/HR (COO/HR)
Salary range: $50,000-$60,000

Qualifications

• High school diploma required; two years of post-secondary education (e.g., Associate degree or certificate program) in human resources management, business administration, accounting, or a related field preferred.
• SHRM-CP, PHR, or pHCLE certification preferred.
• Minimum of three years of accounting, payroll, and/or human resources experience required; five years preferred.
• Working knowledge of legally required onboarding documents and procedures (e.g., Form I-9, Form W-4, Central Employee Registry).
• Working knowledge of federal and state labor and employment laws (e.g., FMLA, ADA, FLSA).
• Previous experience using accounting, HRIS, and/or ERP software.
• Intermediate proficiency in Microsoft Office (Word, Excel) and Google Workspace (Gmail, Docs, Sheets, Forms).
• Exceptional accuracy, organization, data entry, and record-keeping skills with strong attention to detail.
• Strong analytical, problem-solving, and decision-making capabilities.
• Ability to communicate effectively and professionally in writing and verbally.
• Ability to develop and maintain positive, professional, and collaborative working relationships.

Job Goal:

The Human Resources/Payroll Specialist serves as an operational liaison between the Human Resources and Business/Payroll departments. The primary objective of this role is to execute cross‑departmental HR, benefits, and payroll administrative processes with exceptional accuracy and attention to detail. This position assists in establishing crucial internal controls and separation of duties, ensuring district compliance with federal/state regulations while providing high‑level operational support to district leadership and staff.

Performance Responsibilities

• Enter new rates of pay and maintain existing pay rates, employee anniversary dates, and position history in the system.
• Conduct pre‑payroll audits by cross‑referencing HR personnel entries against payroll processing batches to ensure mathematical accuracy and proper separation of duties.
• Maintain a system of position control by ensuring positions are properly coded to account strings and that new hires are assigned to authorized vacancies.
• Maintain a database of job descriptions and ensure every active position has an accurate, updated job description on file.
• Facilitate and retain documentation for FMLA leaves of absence and ADA accommodation requests; maintain confidential medical files separate from standard personnel files in compliance with federal law.
• Coordinate with payroll staff regarding leave balances, paid/unpaid status, and necessary wage adjustments associated with medical leaves or worker's compensation.
• Complete employment verification forms from external entities including IPERS, Iowa Department of Health and Human Services (DHS), Iowa Department of Education (DE), and financial institutions.
• Facilitate responses and submit supporting documentation for unemployment claims against the district.
• Execute employee data reports and assist with data gathering for annual audit processes and state/local/federal compliance reports.
• Assist the Benefits Coordinator with open enrollment, payroll deduction reconciliations, insurance billing audits, and leave accrual tracking.
• Verify and authenticate changes to employee direct deposit and tax withholding records in accordance with district fraud prevention controls.
• Provide backup support and customer service across the HR and Business Services departments, answering employee inquiries promptly.
• Collaborate with HR, payroll, and technology staff to test, implement, and maintain automated workflows.
• Coordinate annual training sessions for district staff responsible for cash handling and deposits on proper security procedures, timing, and recording of cash receipts.
• Maintain absolute confidentiality regarding employee records, payroll data, and personnel matters.
• Participate in professional development, training, and continuing education opportunities.
• Perform other duties as assigned by the CFO or COO/HR.

Evaluation:

The performance of this job will be evaluated jointly by the CFO and COO/HR on an annual basis.

Disclaimer

The statements of this job description are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel in this position. These statements are not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his or her supervision.

It is the policy of the Southeast Polk Community School District not to illegally discriminate on the basis of race, color, national origin, gender, disability, religion, creed, age (for employment), marital status (for programs), genetic information (for employment), sexual orientation, gender identity and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy please contact, Dr. Justin Colbert, Deputy Superintendent, Equal Opportunity Coordinator and Title IX Coordinator, Southeast Polk District Office, 8031 NE University Ave., Pleasant Hill, IA 50327, [phone], or [e-mail]. Inquiries or grievances may also be directed to the Iowa Civil Rights Commission, Des Moines, IA, 50319-0201, [phone]; or the U.S. Department of Education, Region VII Office of Civil Rights, 500 West Madison Street, Suite 1475, Chicago IL 60661.