Payroll Clerk II

Hopkins County School District; Madisonville (KY); On-site; USD 36,000 - 48,000; Full time

Job summary

Hopkins County School District is seeking a Payroll Clerk II to join the central office in Madisonville, KY. The role handles payroll processing, time reporting, and related documentation for classified and certified staff, ensuring accuracy and timely reporting across district locations.

The position requires a high school diploma or GED with bookkeeping experience, plus strong math, record-keeping, and communication skills.

Qualifications

• High School Diploma or GED, with 2 years bookkeeping experience.
• Two years successful bookkeeping experience is required.
• Good math ability and accurate record keeping.

Responsibilities

• Process payroll reports for regular, substitute and extra service payments.
• Review reports for payroll processing and ensure accuracy.
• Handle new employee forms and related documents for payroll.
• Respond to employee inquiries regarding payroll rules and deductions.
• Reconcile payroll deductions and prepare required reports.

Skills

Bookkeeping

Attention to detail

Communication

Time management

Education

High School Diploma or GED

Tools

Excel

Payroll software

Microsoft Word

Job description

Starting Date: Immediately

Job Description

Classified Position - 7191

2026-27 school year

Category 1 per Salary Schedule

Days

260

Reports to:

CFO

SCOPE OF RESPONSIBILITIES

Processes a portion of departmental time reports, extra service forms, substitute time reports, and miscellaneous salary payments, in preparation for preparing the payroll checks; requires skills in reviewing reports as part of payroll processing; answers telephone inquiries and visits from employees; processes a portion of new employee forms and related documents for classified and certified personnel; works under general supervision using a wide range of procedures

REPRESENTATIVE DUTIES / ESSENTIAL FUNCTIONS

• Receives, verifies and processes payroll reporting for regular, substitute, coaching, extra service and supplemental payroll for assigned district locations
• Assumes responsibility for correction of error printouts from the payroll edits and supplementary payroll
• Assumes responsibility for reviewing and releasing personnel changes for assigned classified and certified employees; sets-up applicable pay plan, retirement, fringe pay, leave days, and tax withholding; and calculates and processes payroll amendments
• Responsible for receiving and sending payroll documents with state retirement and assumes responsibility for all documentation and filing for assigned payroll time reporting and deduction/withholding reporting
• Respond to questions or complaints from employees regarding interpretation of laws, rules, regulations, contracts, and other documents governing district payroll
• Corresponds with schools, vendors and retirement systems to answer payroll related questions and resolve issues
• Verifies assigned deductions/withholdings and direct deposits are set-up and withheld appropriately; insures that deduction reporting is balanced and submitted by required deadlines; and reconciles applicable liability accounts
• Reviews all payroll deductions for accuracy and processes in accordance with district and IRS guidelines
• Assumes responsibility for verifying salaries paid, completes in-depth payroll research to verify earnings, and makes complex adjustments to the state retirement monthly and annual report
• Assumes responsibility for all phases of assigned state retirement systems reporting and insures compliance with eligibility requirements
• Calculates, prepares and submits supplementary reports or worksheets to process corrections to payroll, retirement pay-outs, sick leave, refunds, and voids
• Maintains regular and predictable attendance
• Adheres to the professional code of ethics
• Successfully utilizes technology as appropriate in job function
• Performs other duties as assigned by designated coordinator

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF:

• Modern office practices, procedures and equipment, telephone etiquette
• Applicable sections of Kentucky Administrative Regulations and other applicable laws
• District organization, operations, policies and objectives
• Organization, rules, regulations and programs related to an assigned office or function
• Operation of computer systems and software
• Financial and statistical record-keeping techniques

ABILITY TO:

• Perform advanced-level secretarial duties requiring independent judgment and analysis
• Plan, organize and coordinate office activities and communications to relieve the Director of routine administrative and clerical details
• Work independently with little direction
• Type at an acceptable rate of speed
• Analyze situations accurately and adopt an effective course of action
• Compose independently or from oral instructions letters, memos, bulletins or other material
• Read, interpret, apply and explain rules, regulations, policies and procedures
• Maintain records and prepare reports
• Communicate effectively both orally and in writing
• Meet schedules and time lines
• Establish and maintain cooperative and effective working relationships with others
• Report to work punctually

MINIMUM QUALIFICATIONS

• High School Diploma or G.E.D. Must pass the Para Educator test in accordance with state regulations or have 48 accredited college hours.
• Two (2) years successful bookkeeping experience
• Good math ability
• Ability and desire to maintain accurate records

DESIRABLE QUALIFICATIONS

• Two (2) years payroll experience
• One (1) year accounting college unit

Payroll Clerk II

Hopkins County School District CENTRAL OFFICE - Madisonville, Kentucky Open in Google Maps

This job is also posted in Hopkins County School District

Job Details

Job ID: 5979143

Application Deadline: Nov 15, 2026 11:59 PM (Central Standard Time)

Posted: Nov 02, 2026 6:00 AM (UTC)

Starting Date: Immediately

Job Description

Payroll Clerk II

Classified Position - 7191

2026-27 school year

Salary

Category 1 per Salary Schedule

Days

260

Reports to:

CFO

SCOPE OF RESPONSIBILITIES

Processes a portion of departmental time reports, extra service forms, substitute time reports, and miscellaneous salary payments, in preparation for preparing the payroll checks; requires skills in reviewing reports as part of payroll processing; answers telephone inquiries and visits from employees; processes a portion of new employee forms and related documents for classified and certified personnel; works under general supervision using a wide range of procedures

REPRESENTATIVE DUTIES / ESSENTIAL FUNCTIONS

• Receives, verifies and processes payroll reporting for regular, substitute, coaching, extra service and supplemental payroll for assigned district locations
• Assumes responsibility for correction of error printouts from the payroll edits and supplementary payroll
• Assumes responsibility for reviewing and releasing personnel changes for assigned classified and certified employees; sets-up applicable pay plan, retirement, fringe pay, leave days, and tax withholding; and calculates and processes payroll amendments
• Responsible for receiving and sending payroll documents with state retirement and assumes responsibility for all documentation and filing for assigned payroll time reporting and deduction/withholding reporting
• Respond to questions or complaints from employees regarding interpretation of laws, rules, regulations, contracts, and other documents governing district payroll
• Corresponds with schools, vendors and retirement systems to answer payroll related questions and resolve issues
• Verifies assigned deductions/withholdings and direct deposits are set-up and withheld appropriately; insures that deduction reporting is balanced and submitted by required deadlines; and reconciles applicable liability accounts
• Reviews all payroll deductions for accuracy and processes in accordance with district and IRS guidelines
• Assumes responsibility for verifying salaries paid, completes in-depth payroll research to verify earnings, and makes complex adjustments to the state retirement monthly and annual report
• Assumes responsibility for all phases of assigned state retirement systems reporting and insures compliance with eligibility requirements
• Calculates, prepares and submits supplementary reports or worksheets to process corrections to payroll, retirement pay-outs, sick leave, refunds, and voids
• Maintains regular and predictable attendance
• Adheres to the professional code of ethics
• Successfully utilizes technology as appropriate in job function
• Performs other duties as assigned by designated coordinator

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF:

• Modern office practices, procedures and equipment, telephone etiquette
• Applicable sections of Kentucky Administrative Regulations and other applicable laws
• District organization, operations, policies and objectives
• Organization, rules, regulations and programs related to an assigned office or function
• Operation of computer systems and software
• Financial and statistical record-keeping techniques

ABILITY TO:

• Perform advanced-level secretarial duties requiring independent judgment and analysis
• Plan, organize and coordinate office activities and communications to relieve the Director of routine administrative and clerical details
• Work independently with little direction
• Type at an acceptable rate of speed
• Analyze situations accurately and adopt an effective course of action
• Compose independently or from oral instructions letters, memos, bulletins or other material
• Read, interpret, apply and explain rules, regulations, policies and procedures
• Maintain records and prepare reports
• Communicate effectively both orally and in writing
• Meet schedules and time lines
• Establish and maintain cooperative and effective working relationships with others
• Report to work punctually

MINIMUM QUALIFICATIONS

• High School Diploma or G.E.D. Must pass the Para Educator test in accordance with state regulations or have 48 accredited college hours.
• Two (2) years successful bookkeeping experience
• Good math ability
• Ability and desire to maintain accurate records

DESIRABLE QUALIFICATIONS

• Two (2) years payroll experience
• One (1) year accounting college unit

Position Type: Full-Time

Job Categories:

Support Staff > Accounting/Bookkeeping

Job Requirements

• Citizenship, residency or work visa required

Contact Information

• Eydie Tate , Chief Financial Officer
• CENTRAL OFFICE
• Phone: [phone]
• Email: [e-mail]