Payroll Assistant

Chicago Chapter; Evanston (IL); On-site; USD 45,000 - 65,000; Full time

Job summary

Chicago Chapter is seeking a Payroll Assistant to support the Director of Business Services in processing payroll, maintaining accurate records, and providing backup to the Payroll Coordinator. The role involves data processing and confidential recordkeeping essential to payroll operations in a school setting.

The ideal candidate will have strong Microsoft Office and Google Apps skills, experience with payroll systems, and excellent organizational and communication abilities.

Qualifications

• High school diploma or equivalent required.
• Associate’s degree preferred.
• 2+ years payroll experience desired.
• Payroll experience in a school/educational setting preferred.

Responsibilities

• Assist Payroll Coordinator and provide backup in case of incapacity.
• Process payroll data for accuracy, including pay rates and deductions.
• Set up employee deductions, pay codes, pay groups and deferred compensation pensions.
• Handle payroll changes: new hires, terminations, and salary adjustments in coordination with HR.
• File deduction information with TRS (biweekly) and IMRF (monthly).
• Post payroll interface to the financial system and print bi-weekly checks.
• Prepare ACH files and manual checks as needed.
• Assist with W-2s, W-3s and quarterly/yearly tax reports.
• Maintain confidentiality and cross-train with Business Office staff.
• Perform other duties as assigned.

Skills

Microsoft Office

Outlook

Excel

Word

Google Apps

Google Docs

Google Sheets

Payroll systems

Tyler School ERP Pro

Organizational skills

Communication skills

Detail oriented

Education

High School Diploma or GED

Associate’s degree or equivalent

Tools

Tyler School ERP Pro

Job description

POSITION: Payroll Assistant
REPORTS TO: Director of Business Services
CATEGORY: FLSA Exempt

Purpose Statement:
The Payroll Assistant performs duties to facilitate the accurate processing of payroll and related
functions, including but not limited to providing backup and assistance to the Payroll Coordinator.
This position will require various data processing functions and manage various recordkeeping
tasks related to payroll. Duties will include assisting in on-going payroll processing and serving
as a backup in the absence of the Payroll Coordinator. Employee must be prepared to be held to
the highest degree of confidentiality.

MINIMUM EXPERIENCE AND EDUCATION:

• High school diploma or equivalent is required. Associate’s degree or equivalent education
  is preferred.
• Two or more years' payroll experience is desired.
• Experience with payroll in a school/educational setting is preferred.

SKILL REQUIREMENTS/QUALIFICATIONS/KNOWLEDGE:

• Strong proficiency in Microsoft Office (Outlook, Excel, Word) and Google
  Applications (Google Docs, Google Calendar, Google Sheets, Gmail, etc.).
• Experience with financial systems is required.
• Experience with Tyler School ERP Pro is preferred.
• Excellent organizational and communication skills
• Detail oriented, able to maintain accurate records.

ESSENTIAL JOB FUNCTIONS:

• Assist Payroll Coordinator in various tasks as needed and provide critical backup in case of
  incapacity.
• Assume responsibility for a portion of payroll entry as determined by the Director of
  Business Services.
• Review and verify payroll data for accuracy, including pay rates, benefit deductions, and
  tax withholdings
• Process personnel payroll changes, including new hires, terminations, and salary
  adjustments, in coordination with Human Resources.
• File deduction information with TRS (biweekly) and IMRF (monthly) and submit related
  remittances.
• Set up all employee deductions, pay codes, pay groups, and deferred compensation pension
  codes.
• Track deductions for parents/guardians with children enrolled in the district’s child care
  center.
• Manage the District’s 403b/457 retirement savings plan, including setting up employee
  deductions, ensuring compliance with regulations, and maintaining data online while
  collaborating with third-party administrators.
• Post payroll interface to the financial system.
• Print bi-weekly payroll checks after processing and distribute them.
• Prepare ACH files and manual checks as needed.
• Troubleshoot issues or questions from employees regarding payroll.
• Re-issue lost or stolen checks.
• Prepare tax deposits and electronic fund transfers promptly.
• Maintain direct deposit records and resolve related problems.
• Balance and process payroll liability accounts payable checks.
• Prepare quarterly unemployment reporting.
• Maintain garnishment information.
• Assist with processing and reconciliation of union dues in accordance with collective
  bargaining agreements.
• Assist Payroll coordinator in federal W2s annually and report annual Social Security.
• Assist with quarterly and annual payroll tax reports, including W-2 and W-3 filings.
• Assist with fiscal and calendar year-end payroll processes.
• Develop and facilitate payroll for summer school employees.
• Prepare annual reports for Teachers Retirement System.
• Maintain substitute teacher records for TRS reporting.
• Assist in year end compensation reports annually.
• Assist in the annual audit by providing support and documentation.
• Perform and respond to requests for employment verification.
• Cross train with other positions in the Business Office.
• Perform other duties as assigned.

TERM OF EMPLOYMENT: 12 Months

WORK 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 climbing and balancing; some
stooping, kneeling, crouching and/or crawling and significant finger dexterity. Generally, the job
requires sitting, walking and standing. The job is performed under minimal temperature variations
and in a generally hazard free environment.

ETHS is an equal opportunity employer and does not discriminate regardless of race, creed,
gender, color, national origin, religion, age, sexual orientation or disability.