Payroll Manager

TITLE: Payroll Manager

DEFINITION:

The Payroll Manager reports directly to the Director or Assistant Director for Business Operations. Responsibilities include but are not limited to the supervision of Senior Payroll Coordinator and Payroll Coordinator. The Payroll Manager is responsible for the entire payroll process including coordination with Human Resources and Information Management departments.

QUALIFICATIONS:

• Bachelor's Degree in any technical field including Accounting, Business, Computer Science or Finance
• Minimum of two (2) years of Payroll experience with understanding of IMRF and TRS.
• Proficient in Excel and School ERP Pro (Infinite Visions).
• Ability to work in a team centric environment.
• Understanding of continuous improvement and willingness to improve payroll processes.

KEY FUNCTIONS:

Administrative Duties

• Assist Assistant Superintendent of Business Operations as needed
• Assist Director and Assistant Director for Business Operations as needed especially with internal audit controls
• Supervise the day-to-day operations as well as the long-term development of payroll
• Coordinate pay schedules and timelines and communicate requirements for all interested departments to ensure timely, accurate payrolls
• Balance, generate the data file and transmit the direct deposit data to the bank
• Set-up and maintain computer codes for all payroll liabilities including 403(b) plans, wage garnishments, tax tables, TRS and IMRF pension plans, union dues, health benefits and flex plans
• Reconcile and process payments for all payroll liabilities including check printing and generating and printing reports
• Oversee 403(b) Plan and monitoring compliance of IRS regulations
• Review and post Health & Dental and Flex Plan entries prepared by the Benefits Coordinator and reconcile with third party administrator
• Reconcile payroll including calculating taxes and benefits from each fund
• Determine liability amounts for these transactions and prepare necessary transfers between funds
• Complete all month to date, quarter to date and year to date accounting functions including quarterly tax forms and year-end W-2 forms
• Prepare/Review annual TRS Pension Report
• Oversee IMRF monthly reports
• Maintain "Power of Attorney" status for the District with various government entities to reconcile various government filings
• Set District payroll standards and procedures to allow for efficient and affective operations
• Secondary contact for medical and dental insurance, flex spending accounts and worker's compensation
• Analyze Costs from Prior Pay Periods to current Pay Period and note material changes such as FTEs and Stipends.

SKILLS

• Financial & Systems Proficiency: Advanced operation of enterprise payroll/HRIS software (e.g., iVisions or similar K-12 systems) and Microsoft Office Suite, Google, with specialized expertise in complex Excel functions (pivot tables, audit formulas, data reconciliation).
• Supervisory & Team Leadership: Proven capacity to manage, mentor, while optimizing daily workflow and team performance.
• Analytical & Auditing Skills: Superior ability to audit pay data, perform variance analyses (FTEs, stipends, period-over-period costs), and identify/correct discrepancies prior to final distribution.
• Effective Communication: Clear, professional verbal and written communication skills to present financial requirements, interface with financial institutions and government entities, and explain complex payroll matters to staff and administrators.

KNOWLEDGE

• Statutory & Regulatory Compliance: Comprehensive understanding of federal and state tax laws, IRS code (specifically regarding 403(b) retirement plans, W-2 generation, and 941 reporting), wage garnishments, and labor laws.
• Public Pension Systems: Specialized knowledge of state public school retirement guidelines, reporting procedures, and regulations (including TRS and IMRF pension systems).
• Fund Accounting & Internal Controls: Strong foundation in school district fund accounting, general ledger posting, and internal financial audit standards.
• Benefits Administration: Understanding of district benefit plans, including Health & Dental, Flexible Spending Accounts (FSA), COBRA, and Workers' Compensation workflows.

ABILITIES

• Detail-Orientation: Ability to process multi-faceted numerical data, tax calculations, and benefits withholdings with exceptional accuracy under strict deadline constraints.
• Data Management & Problem-Solving: Ability to systematically gather, classify, and analyze multi-layered data; apply independent judgement to interpret guidelines and resolve complex payroll/tax exceptions.
• Discretion & Confidentiality: Absolute integrity and discretion in handling sensitive personnel data, wage details, and district financial records.
• Ability to multi-task, manage changing legislative/district priorities, and maintain a positive work environment with frequent interruptions or high-volume pay cycles.

Work Environment & Physical Abilities

• Work Environment: Standard indoor office environment with climate control and low-to-moderate noise levels. The position operates in a fast-paced setting characterized by high-volume workflow, recurring strict deadlines, and frequent interaction with district personnel.

• Physical Demands: Primarily sedentary work requiring prolonged periods of sitting at a computer workstation. Essential physical functions include:

  • Frequent fine finger dexterity and computer mouse/keyboard use for data entry.
  • Clear visual acuity to read detailed financial reports, union contracts, and digital screens.
  • Occasional standing, walking, bending, stooping, reaching, and lifting/carrying of office files, records, or supplies weighing up to 15–20 pounds.