Payroll Specialist

Nimble; East Chicago, Northern (IN, KY); Hybrid; USD 52,000 - 68,000; Full time

Job summary

School City of East Chicago is seeking a Payroll Specialist to ensure accurate, timely payroll processing and reporting. You will maintain payroll records, process deductions, and support HR and Business Office in compliance with policies and laws.

The role requires collaboration with Human Resources, the district and external agencies, with a strong emphasis on confidentiality, accuracy, and customer service. Proficiency in Excel and payroll systems is essential.

Qualifications

• Associate degree or equivalent in accounting, business, finance, payroll or related field.
• Three (3) years of payroll, accounting, bookkeeping, or related experience preferred.
• Experience processing payroll for multiple employee groups.
• Working knowledge of payroll procedures, deductions, tax withholdings, retirement contributions, benefits, and reporting requirements.
• Experience with payroll, HRIS, ERP, and/or timekeeping systems.

Responsibilities

• Process payroll for assigned employee groups including salaried, hourly, substitutes, paraprofessionals and others.
• Verify personnel records and payroll documentation for accuracy.
• Process rate changes, classifications, stipends, and deductions in payroll/HRIS systems.
• Ensure payroll accuracy and adhere to deadlines.
• Prepare and distribute payroll documentation and reports.
• Maintain confidential payroll records and respond to employee questions.

Skills

Payroll processing

Confidentiality

Deadline management

MS Excel

Communication

Education

Associate degree or equivalent in accounting, business, finance, payroll

3 years payroll experience

Tools

HRIS

ERP systems

Timekeeping systems

Word/Outlook

Job description

September 9, 2026

SCHOOL CITY OF EAST CHICAGO

2026-2027 School Year

TITLE: Payroll Specialist

REPORTS TO: Director of Human Resources

LENGTH: Twelve (12) Month Year

JOB GOAL

The Payroll Specialist is responsible for the accurate and timely processing of payroll and related transactions, maintaining payroll records and controls, processing deductions and payments, assisting with reconciliations and reporting, and providing customer service. The position collaborates with the Human Resources, and Business Office to ensure payroll is administered accurately, confidentially, efficiently, and in compliance with district policies, collective bargaining agreements, and applicable laws.

MINIMUM QUALIFICATIONS

• Associate degree or equivalent from a two-year college or technical school in accounting, business, finance, payroll, or a related field; or an equivalent combination of education, training, and experience.


• Three (3) years of progressively responsible payroll, accounting, bookkeeping, or related experience preferred.


• Demonstrated experience processing payroll and related transactions for multiple employee groups.


• Working knowledge of payroll procedures, deductions, tax withholdings, retirement contributions, benefits, and applicable reporting requirements.


• Experience with payroll, HRIS, ERP, and/or timekeeping systems.


• Proficiency in Microsoft Excel, Word, and Outlook.


• Ability to maintain strict confidentiality of employee, payroll, tax, benefit, and personnel records.


• Strong mathematical, analytical, organizational, and problem-solving skills.


• Ability to meet strict payroll deadlines and manage multiple priorities.


• Excellent written and verbal communication skills.

PREFERRED KNOWLEDGE AND SKILLS

• Knowledge of Indiana payroll laws and applicable federal payroll requirements.


• Knowledge of public employee retirement systems, including PERF/INPRS.


• Experience with school finance or payroll systems such as RDS, Skyward, Frontline, TimePro, or similar systems.


• Understanding of collective bargaining agreements and their impact on wages, deductions, leave, stipends, and other payroll calculations.


• Knowledge of employee benefits, payroll deductions, garnishments, tax withholdings, retirement contributions, insurance deductions, union dues, 403(b) contributions, and leave accruals.


• Knowledge of payroll balancing, reconciliation, internal controls, and payroll reporting.


• Ability to review and verify employee rates of pay, job classifications, payroll changes, new hires, transfers, and other personnel actions affecting compensation.


• Ability to interpret district policies, collective bargaining agreements, and government regulations affecting payroll procedures.


• Ability to identify, investigate, and correct payroll discrepancies and errors.


• Strong customer service skills and the ability to respond professionally to payroll-related questions and concerns.


• Strong written communication skills, including the ability to draft, edit, and proofread correspondence, emails, and reports.

DESIRED CERTIFICATIONS

Preferred but Not Required:

• Fundamental Payroll Certification (FPC).


• Certified Payroll Professional (CPP).


• Indiana Association of School Business Officials (IASBO) payroll training or coursework.


• Other professional development or certification in payroll, accounting, finance, human resources, or school business operations.

DUTIES AND RESPONSIBILITIES

1. Processes payroll for assigned employee groups, including salaried, hourly, substitute, paraprofessional, security, and other district employees.


2. Reviews personnel records and payroll documentation to verify employee names, job classifications, rates of pay, assignments, and other information necessary for accurate payroll processing.


3. Processes new and changed pay rates, employee classifications, stipends, deductions, and other compensation changes in payroll and HRIS systems.


4. Reviews payroll for accuracy and completeness prior to final processing and distribution.


5. Assists with establishing payroll procedures, schedules, priorities, and workflow to ensure payroll deadlines are met.


6. Prepares, verifies, and distributes payroll checks and related payroll documentation.


7. Balances payroll and withholding accounts and assists with reconciliation of payroll-related records.


8. Processes and verifies payroll deductions, including taxes, retirement contributions, insurance premiums, union dues, 403(b) contributions, garnishments, and other authorized deductions.


9. Processes payments related to union dues, 403(b) contributions and withdrawals, insurance bills, retirement contributions, and other payroll-related obligations.


10. Prepares, reviews, and submits required federal, state, local, retirement, tax, and other governmental payroll reports.


11. Assists with the preparation and distribution of W-2s and other required year-end payroll documents.


12. Processes garnishments, interrogatories, wage assignments, and other legally required payroll actions.


13. Ensures payroll deductions and employee compensation-related transactions are processed in accordance with applicable laws, district policies, and collective bargaining agreements.


14. Works with Human Resources to ensure new hires, transfers, terminations, salary changes, leave information, and other personnel actions are accurately reflected in payroll.


15. Works with employee unions, government agencies, retirement systems, benefit providers, and other external organizations to provide or obtain information necessary to administer payroll.


16. Processes mortgage verifications, employment verifications, final salary affidavits, and other payroll-related documentation.


17. Reviews and responds to employee questions, complaints, and concerns regarding payroll, deductions, benefits, tax withholdings, retirement contributions, and other compensation matters.


18. Investigates payroll discrepancies and takes appropriate corrective action to resolve errors in a timely manner.


19. Maintains accurate, organized, and confidential payroll records in accordance with district procedures and applicable laws.


20. Maintains records and supporting documentation for retirement insurance premiums, payroll deductions, and other payroll-related transactions.


21. Assists with the annual audit and provides payroll records and documentation as requested.


22. Collaborates with Human Resources, and Business Office to ensure the efficient and effective administration of payroll and related employee services.


23. Drafts, edits, and proofreads payroll-related correspondence, emails, reports, and other written communications.


24. Provides professional and timely customer service to employees, administrators, and other stakeholders regarding payroll matters.


25. Must possess written communication skills, including the ability to draft, edit, and proofread emails, as well as reading comprehension to respond to those emails.


26. Maintains effective and professional working relationships with district administrators, employees, Human Resources, Finance, unions, government agencies, retirement systems, benefit providers, and other stakeholders.


27. Performs other payroll, accounting, human resources, business operations, and related duties as assigned by the Director of Human Resources or other appropriate administrator.

WORKING CONDITIONS AND PHYSICAL ENVIRONMENT

This job description in no way states or implies that these are the only duties to be performed by this employee. The Payroll Specialist will be required to follow any other instructions and perform other related duties as assigned by the Director of Human Resources or other appropriate administrator. The School City of East Chicago reserves the right to update, revise, or change this job description and related duties at any time.

SALARY:Commensurate with Experience and Education

START DATE:Upon Board Approval

APPLICATION DEADLINE:Open Until Filled

BENEFITS:Medical, Dental/Vision, Life/Disability, Paid Leave, Retirement (PERF)