Duties
PAYROLL AND BENEFITS CLERK
JOB SUMMARY:
The Payroll and Benefits Clerk is responsible for the accurate and timely processing of payroll for all Steger School District 194 employees. The position maintains employee payroll records, reviews and verifies time and attendance information, processes required deductions, prepares payroll-related reports, and ensures compliance with applicable federal, state, and retirement system requirements. The Payroll Clerk also provides support for employee benefits administration and other Human Resources and Business Office functions as assigned.
SALARY RANGE:
$45,000 - $65,000
ORGANIZATIONAL RELATIONSHIPS:
Reports to the Assistant Superintendent of Finance and Operations and Director of Human Resources.
PREFERRED QUALIFICATIONS:
- High School Diploma or GED required.
- College coursework in accounting, business, finance, human resources, or a related field preferred.
- Previous payroll, accounting, bookkeeping, or related experience preferred; school district or public-sector payroll experience preferred.
- Experience with Skyward or comparable payroll/financial management software preferred.
- Familiarity with electronic timekeeping and absence management systems, including Red Rover, preferred.
- Proficiency with Google Workspace, Microsoft Office, spreadsheets, and electronic recordkeeping.
- Knowledge of payroll procedures, tax withholding, employee deductions, and retirement systems preferred.
- Ability to maintain confidentiality and accurately manage sensitive employee and financial information.
ESSENTIAL FUNCTIONS:
1. Payroll Administration
a. Coordinate and process accurate and timely payroll for certified, classified, administrative, substitute, and other District employees using Skyward and in accordance with established payroll schedules and deadlines.
b. Review and verify employee time and attendance records, including information maintained in Red Rover, and process additional pay, overtime, docked time, stipends, and other payroll adjustments.
c. Verify employee pay rates, salary information, work calendars, deductions, and appropriate authorization and supporting documentation for payroll changes.
d. Maintain accurate employee payroll records in Skyward, including compensation, tax withholding, direct deposit, deductions, benefits, and other payroll-related information.
e. Calculate and process applicable federal and state tax withholdings and required deductions, including TRS, IMRF, 403(b)/457(b) contributions, garnishments, child support orders, association dues, insurance premiums, and other authorized deductions.
f. Generate and review payroll reports within Skyward to verify accuracy, reconcile payroll information, identify discrepancies, and make necessary corrections.
g. Communicate and coordinate with the Bloom Township School Treasurer's Office regarding payroll processing, required documentation, corrections, and other payroll-related matters.
h. Review and resolve payroll discrepancies and respond to employee questions regarding pay, deductions, taxes, and other payroll matters.
2. Payroll Reporting and Compliance
a. Prepare and process required payroll-related federal, state, and retirement system reports and payments, including applicable tax filings and TRS and IMRF reporting.
b. Prepare and process annual employee W-2 wage and tax statements and related year-end payroll reporting.
c. Complete required unemployment and other payroll-related reporting.
d. Maintain knowledge of applicable payroll laws, regulations, reporting requirements, and District procedures.
3. Employee Benefits and Human Resources Support
a. Assist the Director of Human Resources with the administration of District employee benefit programs and process associated payroll deductions.
b. Assist with employee benefit enrollment changes and qualifying life event changes and ensure corresponding payroll deductions are accurately implemented.
c. Coordinate the day-to-day administration and tracking of FMLA and other approved employee leaves in collaboration with the Director of Human Resources, including maintaining records, processing required documentation, and coordinating applicable payroll and benefit changes.
d. Assist with administration of the District's 403(b)/457(b) programs and related payroll deductions.
e. Complete employment and salary verification requests as assigned.
f. Assist with employee onboarding by establishing payroll records, tax withholding, direct deposit, deductions, and other required payroll information.
g. Provide employees with information and assistance regarding payroll and benefit-related procedures and forms.
4. Records and District Support
a. Maintain accurate and confidential payroll, compensation, deduction, benefit, and related employee records.
b. Prepare payroll and compensation reports as requested and assist with payroll-related audits, salary and benefit projections, and budget preparation.
c. Maintain organized payroll procedures, records, and documentation to support continuity of payroll operations and assist in cross-training designated staff as needed.
d. Maintain the confidentiality and security of employee payroll, personnel, banking, tax, and benefit information.
e. Assist Administrative Center staff as needed.
f. Perform other duties and responsibilities as assigned by the Assistant Superintendent of Finance and Operations and Director of Human Resources.
SKILLS AND ABILITIES:
- Strong attention to detail and commitment to accuracy.
- Ability to perform mathematical calculations accurately and efficiently.
- Ability to organize and manage multiple responsibilities and meet established deadlines.
- Ability to identify discrepancies, research issues, and make appropriate corrections.
- Strong computer, spreadsheet, data-entry, and electronic recordkeeping skills.
- Ability to learn and effectively utilize District software systems, including Skyward and Red Rover.
- Ability to communicate clearly and professionally with employees, administrators, and external organizations.
- Ability to maintain strict confidentiality of sensitive information.
- Ability to work independently and establish effective working relationships with others.
PHYSICAL ACTIVITY:
- Ability to lift 25 lbs.
- Occasional sitting, standing, walking, talking, bending, lifting, and stooping required.
- Occasional travel to various school locations required.
WORK ENVIRONMENT:
Work is performed in an environment where unusual temperature, noise, and hazards are relatively nonexistent.
TERMS OF EMPLOYMENT:
- Twelve-month work year (260 Days)
- 7 Hours per Day
- Twelve sick days per year
- Four personal days per year
- Vacation days as stated in Policy 5:330
- At-will position
- FLSA Non-Exempt
- Salary based on experience and market as determined by Board of Education
PERFORMANCE EVALUATION:
- Two evaluations will be conducted during the first year of employment (45 and 90 days).
- After the probationary period, evaluations will be completed in accordance with administrative procedure.