Description

JOB SUMMARY
The Payroll Supervisor reports directly to the Payroll Manager and plays a critical leadership role in coordinating payroll operations and supervising the Payroll Lead and Payroll Technicians. This position supports accurate and compliant payroll processing, oversees payroll systems including Frontline and Kronos, and manages leave of absence processes in collaboration with HR. The Payroll Supervisor contributes to departmental efficiency, ensures data integrity, and fosters a positive team environment.

 
ESSENTIAL FUNCTIONS
This list of essential functions is not exhaustive and may be supplemented as necessary in consultation with the employee(s) involved.

1. Supervise payroll office staff, including recruitment, onboarding, training, coaching, performance evaluation, and disciplinary actions.  Foster a positive team environment and contributes to staffing decisions.
2. Provide leadership for payroll operations and audit staff work for technical accuracy.    
3. Recommend and implement new/revised payroll policies and procedures; respond to and resolve complex payroll related issues.
4. Collaborate with Technology and HR to maintain and update payroll system codes (e.g. CDHs, calculation codes, common codes).
5. Act as a liaison between Payroll and HR to coordinate processes, troubleshoot issues, and ensure data integrity across departments.
6. Advise district staff and administrators on payroll procedures and provide training as needed.
7. Maintain knowledge of current/relevant payroll regulations, legislation, and technology; ensure compliance and recommend procedural improvements. 
8. Provide payroll-related interpretation and analysis of collective bargaining process impacts.
9. Manage all aspects of leave of absence processes, including tracking, documentation, and coordination with HR and employees.  Assist with leave donation administration.  
10. Coordinate with HR on workers’ compensation time loss claims and ensure accurate leave processing.
11. Manage and process Informed K12 (IK12) payroll-related forms, including Personnel Action Forms (PAFs) and other HR/Payroll forms.
12. Manage and coordinate batch processing within Frontline and Kronos systems to ensure accurate timekeeping.
13. Support system transitions and implementations, such as IK12 rollout and Kronos expansion for classified substitutes, ensuring smooth integration and minimal disruption.
14. Participate in cross-training initiatives to enhance team flexibility.
15. Maintain payroll records, assist with report preparation, and authorize final pay runs and supplemental payrolls. 
16. Assist with preparation and reconciliation of W-2’s, 941’s, and other tax-related reports; ensure accurate reporting of deductions, garnishments, and fund transmittals.
17. Review, update, and maintain payroll documentation and procedures.     
18. Assist with transmitting electronic payroll files to financial institutions and government agencies.
19. Administer or assist with sick, vacation, and personal leave buy-out programs.
20. Administer or assist with time-worked and leave-taken records and payroll deduction programs, including leave-sharing. Ensure accuracy of account numbers for salary and benefits. 
21. Attend meetings and consult with regulatory agencies to ensure compliance; support audit activities by providing documentation and clarifying procedures.
22. Perform related duties consistent with the job description and employee assignment.

REPORTING RELATIONSHIP
Reports to Payroll Manager. Supervises Payroll Lead and Payroll Technicians.

WORKING CONDITIONS
Works in an office environment; maintains confidential information; required to meet inflexible deadlines; required to deal with distraught or angry people; requires substantial visual concentration and prolonged exposure to visual display terminal.

Affiliation: Non-Represented Professional Technical (NNRAP-PT)

Salary Level: Level III

Contract: 260 days per year/8 hours per day

FLSA: Exempt

Requirements

MINIMUM QUALIFICATIONS
Education and Experience

• Bachelor's degree in accounting, business administration, or a closely related field. 
• Four years of increasingly responsible payroll experience in a large and complex organization. 
• Professional payroll experience in public education is preferred.

Allowable Substitution

Additional qualifying experience may substitute for the educational requirement on a year-for-year basis.

Knowledge, Skills, and Abilities

• Ability to supervise staff and apply principles and practices of effective supervision.
• Ability to lead and manage complex payroll processes in a large organization.
• Demonstrated knowledge of payroll terminology, rules, regulations, and procedures.
• Proficiency in arithmetic and mathematical calculations with high accuracy.
• Excellent written and verbal communication skills.
• Skilled in 10-key calculator operation and data entry accuracy.
• Strong organizational skills with ability to set priorities and manage multiple tasks under pressure.
• Ability to exercise independent judgement and remain flexible in a dynamic work environment.
• Effective problem-solving and analytical skills.
• Ability to establish and maintain positive working relationships with staff and public.
• Proficiency in operating computers and learning payroll-related software programs.