Payroll and Benefits Coordinator

About the role

Coordinate and oversee the accurate and timely administration of district payroll and employee benefits, ensuring compliance with applicable laws, regulations, policies, and district procedures. Maintain accurate payroll and benefits records, provide support and guidance to employees regarding payroll and benefits, and ensure the efficient processing, reporting, and reconciliation of payroll and benefits-related information.

Reports to: Chief Financial Officer

Responsibilities

• Coordinate and oversee the district's semi-monthly payroll process, ensuring payroll is accurate, timely, compliant, and consistent with contracts, collective bargaining agreements, board policies, and applicable laws and regulations.
• Serve as a primary resource and subject matter expert for district payroll and employee benefits, providing guidance and resolving complex questions or concerns from employees, administrators, and district departments.
• Maintain and ensure the accuracy and integrity of personnel, payroll, retirement, time and attendance, benefits, and related employee databases and records.
• Review and approve payroll-related information, including timesheets, supplemental pay, stipends, deductions, contract changes, leave usage, and other compensation adjustments, identifying and resolving discrepancies prior to payroll processing.
• Calculate and verify compensation for new hires, mid-year hires, terminations, transfers, contract modifications, supplemental assignments, and other changes in employment status or compensation.
• Administer payroll deductions and adjustments, including federal, state, and local taxes, retirement contributions, insurance premiums, flexible spending accounts, garnishments, and other authorized deductions.
• Prepare, review, reconcile, and submit required federal, state, and local payroll tax filings and payments, including quarterly and annual reports and W-2 forms, ensuring compliance with applicable deadlines and regulations.
• Coordinate state retirement reporting and ensure accurate enrollment, deductions, reporting, and reconciliation with the applicable retirement system in accordance with state law and district requirements.
• Reconcile payroll, retirement, tax, benefit, and financial records to identify discrepancies and ensure the accuracy and integrity of district financial information, including information necessary for GASB-68 reporting.
• Coordinate the administration of employee benefits, including health, dental, vision, life insurance, flexible spending accounts, COBRA, and other district-sponsored benefit programs.
• Coordinate and support annual benefits open enrollment, including employee communications, enrollment changes, eligibility verification, and coordination with benefit providers and third-party administrators.
• Monitor employee benefit eligibility and ensure timely and accurate enrollment, changes, cancellations, and terminations in accordance with plan documents and applicable regulations.
• Administer COBRA processes and ensure required notices, documentation, and deadlines are completed accurately and timely.
• Provide payroll and benefits guidance related to leaves of absence, including FMLA, and accurately determine the impact of leave on employee pay, deductions, benefits, and eligibility.
• Review and maintain employee payroll and benefits records, including W-4s, direct deposit authorizations, benefit elections, employment changes, and other required documentation.
• Coordinate required new-hire reporting and other employee reporting requirements to the State of Missouri and other applicable agencies.
• Maintain accurate payroll and benefits information within the district's financial and student information systems and utilize Excel and other technology to prepare reports, reconciliations, calculations, and analyses.
• Develop and maintain payroll and benefits procedures, internal controls, calendars, checklists, and other resources to ensure consistent and efficient operations.
• Identify opportunities to improve payroll and benefits processes, systems, communication, and workflow while maintaining accuracy, compliance, confidentiality, and quality customer service.
• Monitor changes in federal and state laws, regulations, retirement requirements, tax requirements, benefit plan provisions, and district policies that may affect payroll or employee benefits and communicate relevant changes to appropriate district personnel.
• Collaborate with the Assistant Superintendent of Human Resources and other district administrators regarding employee compensation, benefits, leave, payroll matters, and related personnel processes.
• Assist with the onboarding and intake process for new employees, ensuring required payroll, tax, retirement, and benefits documentation is completed accurately and timely.
• Assist with audits, financial reviews, retirement reporting, benefits administration, and other compliance activities by preparing documentation, reports, reconciliations, and supporting materials as needed.
• Maintain strict confidentiality of employee payroll, benefits, personnel, and other sensitive information and exercise sound judgment when handling confidential matters.
• Provide professional, responsive, and high-quality customer service to employees, administrators, benefit providers, governmental agencies, and other internal and external stakeholders.
• Establish priorities and independently manage multiple responsibilities, projects, deadlines, and recurring payroll and benefits requirements with a high degree of accuracy.
• Demonstrate strong organizational, analytical, problem-solving, communication, and interpersonal skills and the ability to work effectively under pressure and meet established deadlines.
• Exercise sound judgment and initiative in identifying issues, researching solutions, and resolving payroll and benefits matters within established policies and procedures.
• Maintain professional knowledge and skills through ongoing training and professional development related to payroll, benefits, retirement, tax compliance, employment law, and applicable regulations.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required
• Minimum of two (2) years experience in bookkeeping, accounting or payroll processing involving advanced record keeping required
• Experience with Missouri School Districts in full-cycle payroll and benefits preferred
• College degree and payroll processing experience preferred

Skills

• Communication: Ability to read, analyze, and interpret technical procedures; write general correspondence using correct grammar; present information effectively and respond appropriately to questions and concerns; establish and maintain effective relationships through oral and written communication
• Mathematical: High degree of competence in computational skills
• Reasoning: Ability to solve practical problems with limited standardization; define problems, collect and analyze data, establish facts, and draw valid conclusions; interpret various instructions and understand abstract and concrete variables
• Technical: Advanced skills in Excel database use; experience with report generation from various data sources; ability to manage, maintain and generate reports from various databases
• Ability to perform duties with awareness of organization requirements and state/federal laws
• Excellent organization and time management skills to meet deadlines
• Keen attention to detail to monitor payroll and time/attendance reporting systems and correct errors

Pay and schedule

• Full-time, 8 hours daily for 260 days, Monday-Friday
• FLSA status: Exempt
• Competitive annual salary commensurate with experience

Benefits

• Medical, dental, vision, basic life, accident, voluntary life, voluntary long-term disability, Flexible Spending Accounts, Employee Assistance Program, and retirement plans
• Base plans for employee medical, dental, vision, and life insurance available at NO cost to the employee
• Children of nonresident teachers and eligible employees may enroll in the district without paying tuition when the resident district is not otherwise liable for tuition