Payroll Specialist

Van Buren Intermediate School District; Alabama; On-site; USD 31,000 - 44,000; Full time

Benefits offered by this job

Full-family health benefits

Vacation/Sick time

Job summary

Van Buren Intermediate School District seeks a Payroll Specialist for the Central Office Administration Building. This year‑round 260‑day position reports to the Business Manager and ensures smooth, accurate district payroll operations.

Key duties include coordinating payroll systems, processing regular and special runs, entering contract and hourly changes, handling timekeeping data, preparing W‑2/W‑3/W‑4/941 forms, ensuring tax and retirement reporting accuracy, and supporting multiple

Qualifications

• Exceptional attention to detail and accuracy under deadlines.
• Experience processing high-volume payroll in a school or government setting preferred.
• Knowledge of federal/state payroll laws, tax reporting, and forms.
• Experience with MPSERS/ORS reporting (preferred).
• Proficiency with computerized payroll, financial systems, and Excel.
• Ability to maintain strict confidentiality.

Responsibilities

• Coordinate payroll systems and processes.
• Process regular and special payroll runs.
• Enter contract and hourly rate changes as prepared by HR.
• Handle timekeeping data and EFT tax/direct deposits.
• Prepare W-2, W-3, W-4 and 941 forms and related reports.
• Maintain payroll calendar and reconcile accounts.

Skills

Attention to detail

Payroll knowledge

Excel proficiency

Confidentiality

Communication

Multitasking

Education

Associate degree in accounting/finance/business

School district payroll experience (preferred)

Tools

Excel

Payroll software

Job description

POSITION: Payroll Specialist

LOCATION: Central Office Administration Building

TIME: Year Round (260 Days)

REPORTS TO: Business Manager

POSITION SUMMARY:

The payroll specialist assures the smooth, efficient and accurate operation or regular and special district payroll operations. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The listed responsibilities are representative of the knowledge, skill and/or ability required.

PERFORMANCE RESPONSIBILITIES:

• Responsible for payroll systems coordination.
• Process regular and special payroll runs.
• Entry of contract and hourly rate changes for employees as prepared by Human Resources.
• Processing payroll from an automated timekeeping system.
• Timesheet entry into payroll system.
• Preparation of 3rd party contracted employee payroll information.
• Maintaining control and assures proper completion of W2, W3, W4 and 941 forms.
• Establishes annual payroll processing calendar.
• Answers questions related to garnishments and levies.
• Understanding and implementing the requirements of the Michigan Public Schools Employee Retirement System, including employee elections, reporting and payments.
• Preparation and review transmission of EFT payments of taxes and direct deposits.
• Preparation/supervision of journal entries being posted in conjunction with each payroll, voided checks, and payroll adjustments.
• Reviews financial reports on payroll withholdings and balances to internal records, including taxes, retirement contributions, deductions, annuities, benefits, ets., for five different collective bargaining units, hourly employees, administrators and technical exempt groups.
• Reconcile and correct invoice for subs provided by 3rd party service.
• Prepare paperwork and checks, and complete report verifying payments made to IRS, retirement system, and annuity carriers.
• Assists in the equitable solution of complaints, concerns, and problems in the areas of payroll
• Completes payroll statistical data as required, including uploading reports to applicable websites
• Prepare and process state and federal W2s, prepare all paperwork and reports involved in paying taxes
• Ensure wages and benefits are charged to correct accounting reference numbers, as this wage information is an integral part of the accounting/budgeting process
• Stay current and research issues affecting payroll
• Prepare pay period reports for Office of Retirement Services
• Complete final payroll details for retiring employees
• Provide wage information for verification of employment, unemployment and DSS
• Perform other duties as assigned

PERSONAL CHARACTERISTICS:

Should possess the personal characteristics generally recognized as essential for good public employees including integrity, initiative, emotional maturity, dependability, detail-oriented, courtesy, good judgment, problem-solving, and ability to work cooperatively with others.

QUALIFICATIONS:

• Exceptional attention to detail, accuracy, organization, and problem-solving skills.
• Demonstrated ability to accurately process high-volume payroll while meeting strict deadlines.
• Knowledge of federal and state payroll laws, regulations, tax reporting requirements, garnishments, levies, and payroll deductions.
• Knowledge of, or ability to learn, the Michigan Public School Employees' Retirement System (MPSERS) and Office of Retirement Services (ORS) reporting requirements.
• Strong understanding of payroll reconciliation, general ledger accounting, journal entries, and account coding.
• Proficiency with computerized payroll, financial, and automated timekeeping systems; strong Microsoft Excel skills required.
• Ability to interpret and apply collective bargaining agreements, employment contracts, Board policies, and established payroll procedures.
• Ability to research payroll issues, identify discrepancies, and independently develop appropriate solutions.
• Demonstrated ability to maintain strict confidentiality when handling employee compensation, benefits, tax, and personnel information.
• Demonstrated reliability, professional judgment, integrity, and commitment to providing accurate and responsive service.
• Strong interpersonal and communication skills with the ability to professionally assist employees with payroll questions and concerns.
• Ability to manage multiple priorities, work independently, and consistently meet payroll, reporting, and regulatory deadlines.
• Such alternatives to the above qualifications as the District may find appropriate and acceptable.
• Holds payroll certification or must be willing to obtain payroll certification

Experience:

• Payroll, accounting, bookkeeping, or related financial experience preferred.
• Experience processing payroll in a school district, governmental organization, or other complex organization strongly preferred.

Education:

• Associate degree in accounting, finance, business administration, or related field preferred; equivalent combination of education and relevant experience will be considered.
• Background in school employment and/or accounting strongly preferred.

WORKING CONDITIONS:

Environment:

• Office/clerical

Physical Abilities:

• Hearing, speaking and seeing to communicate effectively
• Ability to reach over shoulders, above head, stoop and bend

COMPENSATION:

• Commensurate with experience starting at $27.27 per hour
• Fringe benefits for the position include full-family health benefits, dental, life, and vision coverage
• Vacation/Sick time

Revised: 9/10/26