Payroll Coordinator

Job Description

Beta is a Title I Schoolwide campus. I understand that part or all of this job could be funded with federal funds.

The Payroll Coordinator is responsible for coordinating all aspects of payroll administration while providing operational support for Human Resources. This position ensures employees are paid accurately and on time by maintaining payroll records, auditing timekeeping data, processing payroll transactions, and ensuring compliance with federal, state, and local regulations. In addition, the coordinator supports employee lifecycle processes including onboarding, personnel records, benefits administration, and employment verification.

The ideal candidate is highly organized, detail-oriented, customer-focused, and committed to maintaining confidentiality while delivering exceptional service to employees and campus leaders.

Reports To

Director of Human Resources

Core Responsibilities

Payroll Administration

• Process bi-weekly payroll accurately and on schedule for all employees.
• Audit employee timesheets, leave balances, overtime, and supplemental pay for accuracy.
• Calculate wages, deductions, taxes, garnishments, and benefit withholdings.
• Process direct deposits, payroll adjustments, retroactive pay, supplemental payrolls, and off-cycle payrolls.
• Reconcile payroll prior to processing and resolve discrepancies.
• Maintain payroll registers, payroll history, and supporting documentation.
• Process employee status changes including new hires, transfers, promotions, compensation changes, and terminations.
• Assist with onboarding, employee documentation, and HRIS maintenance.
• Maintain employee personnel files in accordance with district record retention requirements.
• Support benefits administration by processing payroll deductions and qualifying life event changes.
• Assist with open enrollment activities and employee benefit communications.
• Coordinate employment verification requests and unemployment claims.

Compliance & Reporting

• Prepare and submit payroll reports required by:
  • Internal Revenue Service (IRS)
  • Teacher Retirement System of Texas (TRS)
  • Texas Workforce Commission (TWC)
  • Federal Insurance Contributions Act (FICA)
  • Medicare
  • Workers' Compensation
  • 1095’s
  • W-2’s
  • Stipends
  • 403b
  • Benefits
• Ensure compliance with federal, state, and local employment and payroll regulations.
• Assist with year-end payroll processing, W-2 preparation, payroll reconciliations, and audit requests.
• Maintain complete and auditable payroll and HR records.

Customer Service

• Serve as the primary point of contact for employee payroll questions.
• Provide outstanding customer service to employees, supervisors, campus administrators, and leadership.
• Research and resolve payroll discrepancies promptly.
• Communicate effectively with Human Resources, Finance, and campus leaders to ensure payroll accuracy.

Essential Duties and Responsibilities

Payroll

• Maintain payroll records, payroll registers, payroll check registers, and payroll history.
• Process payroll changes including:
  • New hires
  • Salary adjustments
  • Position changes
  • Payroll deductions
  • Direct deposit updates
  • Benefit deductions
  • Leave adjustments
  • Employee separations
• Review employee timekeeping records for completeness and approval.
• Balance payroll earnings, taxes, deductions, and benefit withholdings before payroll processing.
• Maintain payroll confidentiality at all times.

Human Resources

• Maintain employee personnel files and electronic HR records.

• Process employee documentation and employment status changes.
• Support special projects.
• Maintain service records and employment documentation.

Reporting & Recordkeeping

• Prepare payroll reports for internal leadership and regulatory agencies.
• Maintain accurate payroll documentation for audit purposes.
• Monitor payroll deadlines and ensure timely completion of all required filings.
• Assist in preparing reports requested by Finance, auditors, or executive leadership.

Collaboration

• Work closely with Human Resources, Finance, Benefits, and campus administrators.
• Communicate payroll deadlines and requirements to staff.
• Provide training and guidance to supervisors regarding payroll procedures and timekeeping expectations.
• Cross-train with Human Resources staff to ensure continuity of operations.

Other Duties

• Maintain strict confidentiality of employee and payroll information.
• Participate in professional development and required compliance training.
• Recommend process improvements to increase efficiency and accuracy.
• Perform other duties as assigned by the Director of Human Resources.

Qualifications

• High school diploma or GED required.
• Associate's degree in Accounting, Finance, Business Administration, Human Resources, or a related field preferred.

Experience

• Minimum of two years of payroll, accounting, finance, or Human Resources experience required.
• Experience processing payroll in a school district, charter school, or public sector organization preferred.
• Experience with HRIS and payroll software preferred.
• Experience with Skyward Q preferred.

Knowledge

• Payroll processing principles and best practices.
• Federal and state payroll regulations.
• Teacher Retirement System (TRS) reporting.
• IRS payroll tax requirements.
• FICA, Medicare, Workers' Compensation, and unemployment reporting.
• Human Resources policies, procedures, and employment documentation.

Skills & Abilities

• Exceptional attention to detail and accuracy.
• Strong mathematical and analytical skills.
• Excellent organizational and time management skills.
• Ability to prioritize multiple deadlines in a fast-paced environment.
• Strong customer service and interpersonal skills.
• Excellent written and verbal communication.
• Ability to exercise discretion and maintain confidentiality.
• Advanced proficiency with Microsoft Excel, Word, Outlook, and payroll/HRIS software.
• Ability to learn new technology and improve processes.

Physical Requirements

• Prolonged periods of sitting and computer work.
• Frequent keyboarding and use of office equipment.
• Occasionally lift up to 20 pounds.
• Ability to work extended hours during payroll processing and year-end reporting.

Key Performance Indicators (KPIs)

• 99.9% payroll accuracy.
• 100% on-time payroll processing.
• 100% compliance with payroll tax, TRS, and regulatory reporting deadlines.
• Employee payroll inquiries responded to within one business day.
• Zero material payroll audit findings.
• Maintain accurate employee records with 100% completion of required documentation.
• Complete all new hire payroll setup prior to first scheduled payroll.
• Process employee status changes within two business days of receiving approved documentation.

Employment Terms

• Full Time
• 100% on site
• 12 month position
• Salary range $48,000 - $50,000