Payroll Coordinator

Iasaedu; Barrington (IL); On-site; USD 55,000 - 85,000; Full time

Job summary

Illinois Education Job Bank in Barrington, IL is seeking a payroll professional to manage semi-monthly payroll, deductions, and tax processing for all staff. The role includes timekeeping administration, accuracy checks, and generating essential payroll reports.

You will collaborate with Human Resources on leaves, benefits, and compliance with federal/state laws, and provide staff training to ensure precise and timely payroll operations.

Qualifications

• College degree is preferred; however appropriate experience will be considered.
• Two-year prior payroll experience in a school district setting
• Knowledge of payroll accounting procedures
• Knowledge of applicable federal, state and local laws, codes and regulations pertaining to payroll
• Ability to keep complex records, to assemble data and to prepare such data.
• Ability to work independently on confidential assignments.
• Knowledge of Skyward and Google Suite helpful, but not required.
• Superior oral and written communication skills.

Responsibilities

• Calculate semi-monthly payroll with deductions and taxes for all staff.
• Monitor accuracy of payroll information. Reconcile payroll checks and reports.
• Identify pay anomalies based on district policies and implement resolutions.
• Serve as the electronic timekeeping administrator and update live payroll data.
• Lead staff training on time-keeping procedures and generate reports.
• Coordinate salary adjustments with Human Resources on leaves of absence.
• Facilitate the District 403b/457 program with the third-party vendor and update annual IRS maximums.
• Prepare and review W-2s and quarterly 941 reports; assist with TRS reporting.

Skills

Payroll accounting

Record keeping

Communication skills

Education

College degree

Tools

Skyward

Google Suite

Job description

• Responsible for the calculation of semi-monthly payroll, including voluntary and standard deductions and taxes (prepare payroll data for processing) and extra duty compensation for all staff.
• Monitors and ensures accuracy of payroll information. Reconciles and disseminates payroll checks and reports.
• Identifies pay anomalies based on familiarity with district policies and pay practices. Develops resolution for anomalies, informs stakeholders, and implements preventative future measures.
• Serve as the electronic timekeeping administrator. Duties include: creating timekeeping rules, review entries, assist staff with corrections, and update/move data to live payroll.
• Leads staff training on time-keeping procedures and generating reports, while seeking feedback from staff to ensure processes meet the needs of staff and supervisors.
• Coordinates salary adjustments with Human Resources on all time and attendance matters, especially those related to leaves of absence. Creates payroll memos to adjust contract amounts and scheduled docks in pay for leaves of absence.
• In partnership with the Payroll Specialist, facilitates the District 403b/457 program in conjunction with the 3rd party provider. Update annual maximums to reflect changes in IRS regulations. Answer individual questions and provide the appropriate paperwork for creating, amending, or discontinuing accounts. Communicate with staff when contribution maximums change or new vendors become available.
• Answers payroll questions and/or collects data so that Human Resource or Business Services Administrators are able t o respond.
• Processes semi-monthly federal and state payroll taxes and reconciles and prepares quarterly 941 reports.
• Prepares W-2 reports, encouraging employees to elect electronic delivery.
• Responsible for the submission of the annual TRS report. Duties include: directing payroll clerk to accurately record certified days worked, communicating with TRS regarding retirees and termed staff, and creating and editing the annual data file to upload salaries. Review monthly billing for outstanding charges related to salary issues like exceeding TRS established wage cap or salary exceeding governor’s wages. Collaborate with Human Resources to adjust contract calendars to reflect correct number of days worked in the Employee Management Assignment.
• Establishes and maintains a strong working relationship with human resource personnel to ensure accurate employee onboarding & offboarding; Receives all new hire Applitrak forms to accurately set up employee pay records, appropriate tax and pension deductions and benefits. Coordinate the final payout for termed employees and update employee types to trigger necessary changes needed from technology for security purposes.
• Maintains payroll files and records, with an emphasis on reporting data to the Director of Fiscal Services that allows for financial forecasting and analysis.
• Review procedures and evaluate practices to improve service and accuracy and recommend changes and improvements
• Assists Comptroller and/or Director of Fiscal Services in the calculation of employee retirement packages.
• In partnership with the Payroll Specialist, facilitate flexible spending program by serving as a liaison between third party vendor and employees. Process all enrollment data, train employees on account set-up and proper use of the debit card, correspond with staff regarding issues, and follow up with third party vendor to reach resolution. Send quarterly reminders for pending payments and other issues that arise. Close plan year documents and process corrected W2’s for staff with unresolved pending payments.
• Works with Payroll Specialist to cross check all payroll reports, files, time records and payments related to semi-monthly payrolls to ensure all district staff, tax, pension and third party payments are timely and accurate.
• Performs other tasks and responsibilities assigned by the supervisor.

Qualifications

• College degree is preferred, however appropriate experience will be considered.
• Two-year prior payroll experience in a school district setting
• Knowledge of payroll accounting procedures.
• Knowledge of applicable federal, state and local laws, codes and regulations pertaining to payroll
• Ability to keep complex records, to assemble data and to prepare such data.
• Ability to work independently on confidential assignments.
• Ability to work with a computer; knowledge of Skyward and Google Suite helpful, but not required.
• Ability to deal courteously and effectively with staff.
• Superior oral and written communication skills.

POSITION SUMMARY : This position is responsible for all payroll duties, including but not limited to: calculation, preparation and distribution of accurate wages and salaries for District employees and related state and federal reports and pension report. This position is considered exempt from the BSEO.