Position Title : Confidential Payroll Specialist I

Department : Payroll

Reports To : Assistant Director of Finance - Business Operations

TEMPORARY POSITION

This position is temporary in nature; exact dates to be determined. May be extended based on need of organization and/or proficiency of the successful candidate.

Job Definition

The Payroll Specialist I (Confidential Specialist I)

The Payroll Specialist I performs technical and confidential accounting work to maintain the district’s centralized payroll system, which includes manual and computerized processes for multiple employee groups. This role ensures timely and accurate payroll disbursement, processes fringe benefit payments, and generates related financial reports. The Payroll Specialist is also responsible for payroll record accuracy, salary system implementation, and reconciliation of payroll liabilities and general ledger accounts.

This position operates with significant technical independence and is designated as “Confidential” under Oregon law due to the role's involvement in collective bargaining matters. The Payroll Specialist I works under the supervision of the Assistant Director of Finance and provides customer service to district personnel and community members, while also assisting the department with administrative support and special projects.

Essential Job Functions

Payroll Administration :

• Process payroll for multiple employee groups in compliance with state and federal laws.
• Maintain and reconcile payroll records, liability accounts, and the general ledger.
• Process Personnel Action Forms (PAs), leave records, and new employee onboarding.
• Perform data entry and manage data uploads/downloads between systems.
• Prepare and maintain financial and payroll reports.

Customer Support :

• Provide professional and timely assistance to district employees and community members via phone, email, and in person.
• Respond to employment verification requests.
• Serve as a resource for payroll inquiries, ensuring clarity and accuracy.

Administrative Support :

• Sort and distribute department mail and email.
• Scan, organize, and maintain confidential employee records.
• Type, reproduce, and manage materials related to employee payroll and benefits.
• Assist with department filing, sorting, and organizing materials.

Technology and Reporting :

• Develop and utilize Excel spreadsheets for payroll data management and reporting.
• Operate district-related software systems and electronic file storage systems.
• Prepare statistical reports and documentation for payroll processes.

Collaboration and Teamwork :

• Support the payroll team with special projects as needed.
• Work collaboratively with team members to analyze and solve problems effectively.

Other Duties :

• Fulfill additional responsibilities as assigned by the Manager.
• Meet performance standards as outlined in the evaluation process.

Knowledge, Skills, and Abilities

Knowledge:

• Payroll processes, including state and federal laws and regulations.
• Salary system implementation and reconciliation practices.
• Modern office management, including workflow planning and organization.
• Proper business English, grammar, spelling, and mathematical principles.
• Word processing, data processing, and spreadsheet applications.
• Web-based software programs and electronic file management systems.

Skills and Abilities:

• Maintain confidentiality of sensitive employee information.
• Communicate clearly and professionally in speech and writing.
• Provide excellent customer service using tact, courtesy, and good judgment.
• Analyze problems and implement effective and innovative solutions.
• Perform accurate mathematical calculations and data entry.
• Develop and maintain strong working relationships with coworkers, supervisors, and district employees.
• Operate office equipment, including computers, copy machines, and software systems.
• Demonstrate organizational skills and the ability to prioritize tasks.
• Work independently and collaboratively within a team setting.

Education and Experience

Required :

• Experience with payroll or accounting processes, including interpreting and applying policies and regulations.
• A minimum of 3 years of progressively responsible experience in a professional office setting.
• Working knowledge of technical procedures or work activity areas, with the ability to teach these processes to others.

Preferred :

• Prior experience supporting school districts or similar organizations.
• Bachelor’s Degree in Business, Accounting, or a related field from an accredited four-year college or university.
• Equivalent professional experience in payroll, accounting, or a related field may substitute for formal education.

Additional Requirements :

• In-depth knowledge of school district policies and practices (or ability to acquire this knowledge within 6-12 months of employment).
• Proficiency in job responsibilities typically acquired within 12-24 months.

Work Environment and Working Conditions

The Payroll Specialist primarily works in an office setting, requiring extended periods of sitting, computer use, and detailed focus on tasks. Frequent interaction with administrators, teachers, classified employees, and other stakeholders necessitates strong human relations and communication skills to handle personal and telephone inquiries effectively and professionally.

This role involves managing heavy workloads, inflexible deadlines, and occasional conflicting priorities, requiring the ability to exercise sound judgment and maintain a pleasant, professional demeanor, even in high-pressure situations. The specialist may also need to lift or move materials, equipment, or boxes weighing up to 30 pounds. The position requires adaptability to changing priorities, attention to detail, and a commitment to accuracy in maintaining sensitive payroll and employee records. Collaborative teamwork and problem-solving are key to ensuring success in a dynamic and deadline-driven environment.

The statements herein reflect general details as necessary to describe the principle functions of the job, the level of knowledge and skills typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work and physical requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work or otherwise to balance the workload.

Notes: While this is not a remote position, flexible work schedules will be considered where work allows.