Payroll Specialist

Role and Responsibilities

The Payroll Specialist reports directly to the Chief Human Resource Officer (CHRO), with an additional direct report line to the Chief Financial Officer (CFO) for annual audit and bookkeeping. The Payroll Specialist is responsible for processing payroll, ensuring accuracy and compliance, managing payroll-related data and systems, and providing employee support for payroll. Key duties involve accurate payroll processing, record keeping, preparing/approving tax reports, and collaborating with Human Resources and Finance departments. Essential skills include knowledge of payroll and tax laws, attention to detail, and proficiency with HRIS payroll software and NetSuite.

This is a part-time position anticipated to work 20-25 hours per week when school is in session and 10-15 hours during some school breaks. Office hours may vary during normal business hours and increase during prime payroll processing. This position is not eligible for benefits.

Essential Duties and Responsibilities

• Accurately process semi-monthly payrolls for all employees, including calculating wages, pro-rations, deductions, and ensuring adherence to payroll calendars.
• Maintain and manage employee payroll and benefit data within the Human Resources Information System (HRIS) or other payroll software.
• Ensure compliance with federal, state, and local labor and tax laws, including preparing and filing quarterly and annual tax reports (e.g., W-2s) and other required payroll forms.
• Conduct payroll and tax reconciliations to identify and resolve discrepancies and ensure financial accuracy.
• Serve as a point of contact for employees, answering questions related to their payroll.
• Provide expedited resolution of payroll errors or discrepancies as approved by the CHRO.
• Work closely with the Human Resources and Finance departments to improve processes, ensure data integrity, and coordinate payroll activities.
• Maintain accurate and organized files and documentation for all payroll-related records.
• Assist with internal and external audits and requested reports as delegated by the CHRO or CFO.
• Process retirement reports and payments post payroll.
• Work with the finance team to review, audit, and make payroll connections to the General Ledger as needed.
• Prepare and review incoming invoices and deposits as assigned for accuracy and completeness.
• Additional bookkeeping tasks as assigned.

Qualifications and Education Requirements

The Payroll Specialist will be thoroughly committed to the PSOE mission. All candidates should have proven payroll experience. Concrete demonstrable experience and other qualifications include:

• Bachelor's degree in Accounting, Finance or related field; or Associate's degree with a minimum of two years of payroll-related experience is recommended.
• Fundamental Payroll Certification (FPC) is required.
• Expertise with payroll software, HRIS, and Microsoft Excel for data management and analysis.
• Strong understanding of payroll principles, accounting practices, and federal and state labor and tax regulations, including FLSA and Section 125 deductions.
• Meticulous attention to detail and commitment to accuracy in data entry, calculations, and record keeping.
• Critical thinking and problem-solving skills to troubleshoot payroll issues and make independent determinations for resolutions.
• Excellent customer service skills to assist employees and communicate effectively.
• Ability to handle and maintain confidential information with discretion.
• Strong command over written and verbal communication.
• Ability to work in a task-driven environment.
• Active listening skills and with ability to follow through on tasks at hand.
• Must be a team player with the ability to work independently.

Preferred Skills

• Experience in an educational environment or with public sector payroll systems.
• A professional certification, such as Certified Payroll Professional (CPP), is preferred.
• Experience in developing and documenting payroll procedures and training materials.
• Knowledge of basic accounting and accounts receivable.

Additional Notes

Working Conditions and Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Generally, the job requires 90% sitting, 5% walking, and 5% standing. This job is performed in a generally clean and healthy office environment.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee usually works in an office environment, but the mission of the organization may sometimes take them to non-standard workplaces. They work a standard part-time workweek, but may occasionally work evenings, weekends, and any additional hours necessary to accommodate activities such as Board meetings and representing the organization at public events.

This job description in no way states or implies that these are the only duties to be performed by this employee. The employee will be required to follow any other instructions and to perform any other related duties as assigned by the CHRO or CFO. Paramount Schools of Excellence reserves the right to update, revise or change this job description and related duties at any time.

Job Type: Part-time

Pay: $ $32.00 per hour

Expected hours: 20 – 25 per week

Work Location: Hybrid remote in Indianapolis, IN 46202