Payroll Coordinator-On Behalf of Constituent District

Macomb Intermediate School District; Michigan; On-site; USD 60,000 - 80,000; Full time

Job summary

Macomb Intermediate School District is seeking a Payroll Coordinator to manage bi-weekly district payroll and retirement reporting. The role requires a bachelor’s degree in accounting or related field and five years of payroll experience, preferably in a Michigan public school setting.

Proficiency with AS400, UKG, and Microsoft Office is essential, along with strong customer service and communication skills. The position emphasizes accuracy, confidentiality, and compliance with IRS regulations.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field, or equivalent payroll experience.
• Five years of related experience; Michigan Public School Business Office preferred.
• Proficiency in AS400 and Microsoft Office applications.
• Familiarity with IRS Employer’s Tax Guide.
• Experience with governmental fund accounting rules and financial reporting.

Responsibilities

• Bi-weekly payroll disbursement for all district employees (hourly, exempt, non-exempt, contractual).
• Manage payroll workflow to ensure timely, accurate transactions.
• Oversee ORS retirement reporting, including biweekly reports and elections.
• Enforce payroll policies, procedures, and regulations.
• Maintain UKG and update time management records.
• Update AS400 employee records.
• Process payroll deductions including HSA contributions.
• Handle union dues, taxes, garnishments, and other deductions.
• Ensure IRS compliance for retirement/health benefits and 403(b)/Section 125 deductions.
• Oversee direct deposit processing and banking submissions.
• Reconcile positive pay with district bank.
• Process additional earnings and reimbursements.
• Prepare quarterly unemployment and 941 tax returns; year-end W-2s.
• Support annual audits with required docs and reports.
• Identify payroll discrepancies or over-expenditures.
• Maintains regular in-person attendance as essential.
• Perform other duties as assigned.

Skills

Customer service orientation

Communication skills

Independent with accuracy

Multi-tasking in fast-paced env

HIPAA/FERPA confidentiality

Bank accounts verification

Audits collaboration

Problem solving

Initiative & adaptability

Efficiency & accountability

Education

Bachelor's degree in Accounting/Finance/Business/related field

Tools

AS400

Microsoft Office (Excel/Word/PowerPoint)

UKG or similar payroll system

Job description

Payroll Coordinator-MISD Constituent Distict

Primary Role:

Minimum Qualifications:

1. Bachelor’s degree in Accounting, Finance, Business Administration, or a related field, or equivalent job experience in School Business Office Payroll functions.
2. Five (5) years of related job experience required; preference given to candidates with experience in a Michigan Public School Business Office.
3. Proficiency in AS400 and Microsoft Office applications (Excel, Word, PowerPoint, etc.).
4. Familiarity with the IRS Employer’s Tax Guide.
5. Experience with governmental fund accounting rules and regulations, including financial reporting, recording transactions, and maintaining general ledgers.
6. Knowledge of the Office of Retirement Services (ORS) and state and local public-school reporting requirements.
7. Proficient with UKG or other web-based payroll and HR systems.
8. Demonstrated success collaborating with all staff classifications in performing job duties.
9. Ability to successfully pass a background check.
10. Successful completion of a basic skills test and computer proficiency test.
11. Such alternatives to the above qualifications as the administration may find appropriate and acceptable.

Required Skills

1. Ability to work cooperatively and professionally with colleagues, administrators, and staff.
2. Strong commitment to providing exceptional customer service.
3. Effective oral and written communication skills.
4. Ability to work independently with accuracy and exercise sound judgment.
5. Capacity to manage multiple tasks in a fast-paced environment with accuracy and attention to detail.
6. Maintain confidentiality in accordance with HIPAA and FERPA regulations.
7. Ability to verify bank accounts and complete related banking transactions.
8. Competence in collaborating with auditors and administrators to
9. provide accurate and timely information.
10. Ability to identify and report potential over-expenditure of Board funds.
11. Strong organizational, analytical, and problem-solving skills.
12. Demonstrates initiative and adaptability when assigned multiple responsibilities.
13. High degree of efficiency, accuracy, and accountability.

Responsibilities shall include but not be limited to;

1. Manage and guarantee the bi-weekly disbursement of payroll for all district employees, including hourly, exempt, non-exempt, and contractual staff.
2. Manage workflow to ensure payroll transactions are processed accurately and timely.
3. Responsible for all aspects of retirement reporting with the Office of Retirement Services (ORS),
4. including biweekly reports, new hire elections, reform compliance, and retiree final reports.
5. Enforce established payroll-related policies, procedures, and regulations.
6. Maintain and update UKG, the district’s online time management system.
7. Manage employee record maintenance and updates in AS400.
8. Process all payroll and insurance-related documentation to ensure accurate deductions, including HSA contributions.
9. Process union dues, tax payments, garnishments, child support, and other deductions as required.
10. Ensure compliance with IRS regulations, including retirement, health insurance, 403(b), and Section 125 plan deductions.
11. Process and manage all aspects of direct deposit, including payroll deductions, ACH file processing, and submissions to financial institutions.
12. Monitor and reconcile positive pay exceptions with the district’s bank.
13. Process additional earnings such as stipends, Schedule B payments, board-paid annuities, expense reimbursements, and earning adjustments.
14. Prepare and submit quarterly unemployment and 941 tax returns (federal, state, and FICA).
15. Perform all calendar year-end functions, including W-2 processing and reconciliation.
16. Assist with the District Annual Audit and Worker’s Compensation Annual Audit by providing required documentation and reports.
17. Identify and report potential payroll discrepancies, compliance issues, or over-expenditures.
18. Regular and reliable in person attendance is an essential function of the position.
19. Perform other related duties as assigned by administration.

Salary:

Competitive salary and comprehensive benefit package.

Work Year:

Year-round position

Location:

Position will be employed by an MISD Constituent District