Starting Date:   

ASAP

Hourly Rate/Wage:    
Range: $26 - $30 per hour 

Benefits:

1. Work Days: 12 Months
2. Sick Leave: 14 Days per year
3. Personal Leave: 2 Days per year
4. Vacation Days: 15 Days per year
5. Paid Holidays: Per District School Calendar

6. Insurance: Major Medical/Hospitalization, Dental, and $15,000.00 Term Life available per the MEA/MESPA contracts.
    

   Position Goals:    
   To meet or exceed the essential elements of the job description.
   
   Executive Payroll Secretary 

Payroll Duties:

1. Accumulate, review, and verify all necessary data needed to prepare district payroll accurately and timely twice each month.
2. Process all payroll changes, including new employees, terminations, retirements, salary and hourly rate changes, stipends, additional duties, contract adjustments, and other changes required to maintain accurate payroll records.
3. Maintain employee payroll master files and ensure employee demographic, employment, compensation, tax withholding, retirement, and deduction information is accurate and current.
4. Prepare employee paychecks and direct deposit vouchers and complete all necessary payroll reports and reconciliations.
5. Prepare and submit direct deposit files to the district's financial institution and verify successful processing of payroll deposits.
6. Review payroll prior to final processing to identify and correct errors involving employee pay, hours worked, deductions, benefits, taxes, retirement contributions, and account distributions.
7. Prepare the Payroll Summary and account distributions for inclusion in the monthly Board of Education financial reports.
8. Maintain subsidiary controls, records, and reports for all payroll deductions and employer contributions.
9. Process and remit voluntary and required payroll deductions, including credit union deductions, union dues, insurance deductions, tax-sheltered annuities, retirement savings programs, garnishments, child support, and other authorized deductions.
10. Oversee the collection, review, and processing of employee time sheets, substitute records, overtime, additional-duty pay, and other payroll documentation submitted by district schools and departments.
11. Work with building and department secretaries to resolve missing, incomplete, inaccurate, or late payroll and timekeeping information.
12. Verify employee leave and absence information affecting payroll and coordinate with appropriate district personnel to resolve discrepancies.
13. Monitor employee compensation against approved employment contracts, salary schedules, hourly rates, stipends, and Board-approved compensation.
14. Calculate and process supplemental and extracurricular payments, including coaching, sponsorship, extra-duty, summer work, and other Board-approved compensation.
15. Process payroll adjustments, corrections, retroactive pay, and other special payroll transactions as necessary.
16. Ensure insurance premiums and other benefit-related payroll deductions are properly established, changed, or terminated.
17. Coordinate with Human Resources to ensure new hires, resignations, retirements, leaves of absence, employment changes, and terminations are accurately reflected in payroll.
18. Maintain appropriate documentation and authorization for employee payroll deductions and changes.
19. Process and maintain records related to wage garnishments, child support orders, tax levies, and other legally required payroll deductions.
20. Respond to employee questions regarding paychecks, direct deposits, tax withholding, deductions, retirement contributions, and other payroll-related matters.
21. Research and resolve payroll discrepancies in cooperation with employees, supervisors, Human Resources, the Business Office, and outside agencies.
22. Maintain payroll records in accordance with district record-retention requirements and ensure the confidentiality and security of employee payroll and financial information.
23. Assist with payroll-related information and documentation required for the district's annual financial audit and other state or federal audits.
24. Prepare payroll reports and provide payroll information requested by the Business Manager, Superintendent, auditors, retirement systems, and other authorized individuals or agencies.
25. Maintain appropriate internal controls over payroll processing and promptly report unusual transactions, discrepancies, or potential payroll errors to the Business Manager.
26. Maintain payroll calendars, processing deadlines, and reporting schedules to ensure payroll and required governmental filings are completed accurately and timely.
27. Maintain professional and confidential handling of employee compensation, payroll, tax, retirement, and other personally identifiable information.
28. Perform other payroll, accounting, and Business Office duties as assigned by the Business Manager or district administration.

Health Insurance Duties:

1. Assist eligible employees with enrolling in district-sponsored health, dental, vision, and other applicable insurance benefit programs.
2. Provide new employees with information regarding available insurance options, eligibility requirements, coverage effective dates, premiums, and enrollment procedures.
3. Process employee benefit changes resulting from qualifying life events, including marriage, divorce, birth or adoption, loss of other coverage, and other eligible changes.
4. Coordinate and assist employees with the district's annual insurance open enrollment process, including communicating deadlines and available plan options.
5. Maintain accurate and confidential employee insurance and benefit records, including coverage elections, dependent information, waivers, and supporting documentation.
6. Enter and maintain employee insurance elections, premiums, deductions, and related benefit information in Skyward.
7. Ensure employee insurance deductions are accurately established and updated so appropriate premiums are withheld from employee paychecks.
8. Review insurance deductions for accuracy and work with business office staff to resolve discrepancies.
9. Serve as a primary district contact with third party insurance advisors regarding employee enrollment, eligibility, coverage changes, benefit questions, and insurance administration.
10. Respond to employee questions regarding insurance coverage, premiums, enrollment procedures, dependent coverage, and benefit-related issues, referring employees to the appropriate carrier or consultant when necessary.
11. Assist with communicating enrollment additions, terminations, and changes to insurance carriers and third-party administrators as required.
12. Process insurance changes associated with employee resignation, retirement, termination, or other separation from employment and coordinate continuation-of-coverage information as applicable.
13. Assist with insurance premium and coverage issues for employees on unpaid leave, FMLA, workers' compensation, or other extended leaves.
14. Assist in reviewing and reconciling insurance invoices, employee deductions, and district-paid premiums to ensure amounts are accurate.
15. Monitor employee eligibility for district insurance benefits and ensure coverage is added, changed, or terminated in accordance with district policy and plan requirements.
16. Distribute insurance-related information, enrollment materials, notices, plan changes, and deadlines to employees.
17. Maintain the confidentiality and security of employee benefit, dependent, and insurance information in accordance with district procedures and applicable requirements.
18. Work with employees, third party insurance advisors, insurance carriers, business department staff, and district administration to research and resolve insurance enrollment, coverage, premium, and deduction issues.
19. Maintain required insurance documentation and assist the district with benefit-related reporting, audits, and compliance requirements.
20. Provide additional employee benefits, payroll, and business office support as assigned by the Business Manager or district administration.

Other Duties:

1. Answer and respond to calls applicable to the areas of assigned responsibility.
2. Perform any additional duties assigned by the Business Manager.
3. Relate, understand, and communicate with others in a way that contributes to harmonious relationships, and mission accomplishment.
4. Emotionally, mentally, and physically capable of performing the essential functions of the position.
5. Dependable, honest, and trustworthy; have never been convicted of a felony or other crime involving dishonesty, alcohol, drugs, or sexual misconduct.
6. Must be committed to the service of others and always act in students' and the district's best interest.

Qualifications:

1. Bachelor's degree or equivalent education or relevant experience may be considered.
2. Minimum of three (3) years of experience in payroll, accounting, bookkeeping, school business operations, or a similar position preferred.
3. College coursework or demonstrated experience in accounting, business practices, payroll administration, finance, and professional communication preferred.
4. Experience using automated payroll, accounting, human resources, and employee information systems; experience with Skyward preferred.
5. Proficiency with Google Workspace (Google Suite) applications, including Gmail, Google Drive, Docs, Sheets, and related collaborative tools.
6. Proficiency with Microsoft Office, particularly Microsoft Excel and Word, with the ability to create and maintain spreadsheets, reports, correspondence, and other business documents.
7. Experience with employee absence management and substitute management systems; experience with Frontline Education preferred.
8. Knowledge of payroll practices, accounting procedures, payroll deductions, tax withholding, retirement reporting, and other payroll-related financial processes.
9. Working knowledge of federal and state payroll requirements and the ability to learn and remain current with requirements of the Illinois Teachers' Retirement System (TRS), Illinois Municipal Retirement Fund (IMRF), Social Security, Medicare, and applicable taxing authorities.
10. Ability to accurately enter, maintain, retrieve, reconcile, and analyze information using computerized payroll, accounting, and financial systems.
11. Strong organizational skills with the ability to prioritize multiple responsibilities and work independently with limited supervision.
12. Strong attention to detail and demonstrated ability to identify, research, and resolve discrepancies involving payroll, employee records, deductions, and financial information.
13. Ability to maintain strict confidentiality when handling employee compensation, tax, retirement, banking, benefit, and other sensitive personnel information.
14. Effective written and verbal communication skills and the ability to communicate payroll and financial information clearly to employees, administrators, outside agencies, and the public.
15. Ability to establish and maintain positive, professional working relationships with employees, administrators, coworkers, governmental agencies, financial institutions, and outside service providers.
16. Ability and willingness to learn new software, electronic reporting systems, and technology as required by the district and governmental agencies.
17. Demonstrated dependability, professional judgment, initiative, accuracy, and ability to perform essential job responsibilities within established deadlines.
18. Thorough knowledge of Board policies and employment contracts as applicable to the position.