Fiscal Affairs | Payroll Supervisor

PURPOSE Perform and/or oversee a variety of professional accounting, auditing, and record-keeping duties in the preparation and processing of District payrolls to assure employees are paid in an accurate and timely manner and in compliance with federal and state laws; manage, train and evaluate performance of assigned staff. MINIMUM QUALIFICATIONS Any combination equivalent to an associate's degree in accounting related field or five years of increasingly responsible payroll experience and general accounting experience including work with payroll functions. Current FPC designation (Fundamental Payroll Certification) or CPP designation (Certified Payroll Professional) preferred. Must have strong analytical, computer, and oral and written communication skills. Must possess advanced knowledge of specialized aspects, methods, processes, principles, practices, procedures and terminology used in assigned field. ESSENTIAL FUNCTIONS Oversee the District's payroll system and reporting functions in accordance with FWCS policies and procedures; coordinate the processing of payroll and related data, forms and applications to assure employees are paid in an accurate and timely manner. Supervise, train and evaluate the performance of assigned personnel; participate in the interview and selection of employees and recommend transfers, reassignment, termination and disciplinary actions; assign employee duties and review work to assure accuracy, completeness and compliance with established standards, requirements and procedures. Research, develop and implement improvements to current payroll operating policies and procedures, Employee Online portal, existing HR/Payroll system and provide guidance to Technology support personnel on the development, programming and testing of new systems. Maintain current knowledge of laws, rules, regulations and policies related to payroll functions and make modifications to programs and procedures to assure compliance with established requirements as necessary. Maintain and update deduction and pay code calendars; maintain schedule of payroll reporting timelines. Organize, direct and participate in the receipt, processing and auditing of employee time information and related reports and documents; oversee the input and adjustment of employee time information including deductions in an assigned computer system; identify, evaluate and assure proper and timely resolution of payroll errors and discrepancies. Review, evaluate and audit payroll related financial and statistical data, records and reports to assure accuracy and completeness; oversee and participate in making corrections, additions and deletions. Oversee and participate in audits to calculate, code, prepare, adjust and revise hours, pay rates, taxes, unpaid leave of absences, Worker's Compensation differential and other payroll data as needed; calculate and process gross pay for special payroll transactions such as retirements, terminations, leave of absences, retroactive pay (including overtime), in-services, travel, athletics, lump-sum vacation, garnishment refunds, insurance refunds, stipends, "buy-back" payments, supplemental contracts and other matters; balance contracts to ensure accurate gross pay. Develop and implement audits including, but not limited to: athletic pays, absence reporting, Worker's Compensation differential, bank book entries and outstanding balances, new hires, manual overtime adjustments, employment status changes, year-to-date pay totals, setup of pay codes, HSA deduction setup compared to the health plan enrollment, excess group-term life totals, setup of employee work codes, state pension plans, taxes, direct deposits, grosses and annuity and retirement plans. Provide technical training and assistance to Payroll and other FWCS employees regarding payroll activities and related functions; respond to inquiries and provide detailed and technical information concerning related standards, requirements, calculations, deductions, taxes, benefits, data, laws, codes, regulations, and procedures; explain technical information to employees using common language and simplistic terms. Prepare and maintain a variety of financial and statistical records, reports and files related to payroll, employees, absences, contracts, assignment sheets, deductions, wages, salaries and assigned activities, prepare and process mandated and requested reports as needed. Confer with FWCS personnel, various outside agencies and the public to exchange information and resolve issues or concerns regarding assigned payroll accounting functions and transactions; research, develop and implement user guides for athletic secretaries, cafeteria managers, payroll secretaries and payroll department personnel. Oversee auditing assignment sheets, processing of balance out contract explanation letters, overpayment correction letters, "no pay" days explanation letters, sick bank adjustments, tax exempt status inquiry letters, rejected direct deposit follow-up letters, statements for manual pays and void payroll transactions, INPRS email requests, subpoenas, interrogatories"employment verifications and FAQs for direct deposits, summer pays processing, child support, interrogatories and other garnishments. Maintain a working knowledge of union contracts and policy books as it relates to payroll and benefits; be aware of language differences between employee groups, including but not limited to: overtime calculations, Workers Compensation differential, eligible holidays, district closings, exceptions or benefit time usages and "on call" pays. Oversee or prepare all payroll monthly and quarterly reporting, including, but not limited to: state labor report filing for personnel statistics, remitting state and local income taxes withheld, 941 report filing, workplace employment report filing, state unemployment report filing; coordinate State Board of Accounts audits of the FWCS payroll system and financial reports. Understand end-to-end calculations relating to an employee's paystub and/or W-2 forms, including calculating and explaining income tax implications on income tax deferred, pre-tax and after-tax deductions, process child support, tax levies, garnishments, and interrogatories, excess group-term life insurance, auto fringe, specific income tax calculations, as well as calculating overall manual "net" payroll. Compile and audit all data necessary to complete W-2 files, including, but not limited to: moving expenses, auto fringe, excess group-term life insurance, uncollected group term life calculations, deceased employee payroll, outstanding checks, outstanding overpayments, additional Medicare payroll tax, negative pre-tax refunds, employee paid and employer provided health insurance, Section 125 deductions, income tax deferred annuity and retirement deductions, 941 report filings income taxes, payroll taxes and Social Security and Medicare penny adjustment; transmit W-2 files to required government agencies; update calculations for Chief Financial Officer to budget next year's employer paid Social security and Medicare taxes. Perform related duties as assigned by the Administrator to meet the particular needs of the building/unit. PHYSICAL REQUIREMENTS To perform the essential functions of this job effectively and safely, employees must meet the following physical qualifications: Communication Skills: Ability to speak clearly and hear effectively in various environments. Manual Dexterity: Adeptness in the use of hands and fingers. Postural Endurance: Sit or stand for prolonged periods, as the job requires. Flexibility: Ability to bend at the waist, kneel, or crouch to perform specific duties. Visual Acuity: Close vision ability with the capacity to adjust focus. Mobility: Freedom to sit or walk at will throughout the work environment. Strength and Stamina: Capability to lift, carry, push, or pull up to twenty-five (25) pounds or more. Outdoor Work: Tolerance of work outside in various weather conditions. Working Conditions: School-based assignments with possible travel between buildings. Frequent Interactions with students with significant behavioral needs. May involve supporting students in crisis situations in accordance with FWCS guidelines. FWCS will reasonably accommodate individuals with disabilities to perform these essential functions.

Created: 2026-03-04