Anticipated Payroll Specialist/Accounting Clerk

Position Type: Secretarial/Clerical/Payroll Specialist/Accounting Clerk Date Posted: 2/10/2026 Location: Mary Drew Administrative Center Date Available: TBD Position Title: Accounting Clerk/Payroll SpecialistPurpose of Position: To assist the Director of Business Services and the bookkeeper in the administration of the district's business affairs so as to provide the maximum services for the financial resources available to the district. Position Responsibilities: Assists the bookkeeper in maintaining a complete and systematic set of records of all financial transactions of the district. Prepares payroll documents and produces the payroll for approval by the Director of Business Services. Reconciles executed transactions related to payroll. Records detail of school financial transactions in appropriate journals and subsidiary ledgers from such sources as payroll records and other personnel records. Prepares various reports required by Federal and State agencies, TRS, IMRF, and presents same to the bookkeeper/Director of Business Services for verification of accuracy. Maintains records relating to non-insurance employee benefits for all district personnel, including the use of sick days, personal leave days, and vacation days for all employee classifications. Administers authorized payroll deduction programs. Traces errors and records adjustments to correct charges or credits posted to incorrect accounts. Computes and records cash receipt summaries and makes deposits in activity accounts. Reconciles checks and deposits with bank statements and verifies bank balance with statements for all activity accounts. Maintains the business office system of filing, including creating, recording, organizing, and managing new and existing business files. Conducts a continuing analysis of systems and procedures related to processing payroll, managing activity accounts, and managing the system of business office files. Assists the external audit examination of District records through the presentation and explanation of such records as appropriate. Assists the business office staff in the process of registering students. Position Organizational Relationships: Is under the general direction of the Director of Business Services. Position performance is appraised annually by the Director of Business Services. Consults the Director of Business Services, bookkeeper, and other members of the administrative team for advice and assistance and renders advice and support to the Director of Business Services and other members of the administrative team. Areas of Authority Supervision of personnel None Recommend new or changes in existing plans Substantial Execution of previously established plans As assigned Appraisal of personnel None Control of school funds Substantial Some Factors Considered When Performance is Evaluated: The quality of service provided. The timeliness of the services provided. The effectiveness with which the position responsibilities are executed. The effectiveness of communication skills. Preparation, Experience, Skills: Technical training in accounting and in financial records management, especially payroll, and/or relevant work experience. Knowledge and experience in working with computerized data management systems and operations. Demonstrated aptitude or competence for the responsibilities assigned to this position. Demonstrated ability to communicate effectively. Demonstrated ability in organizing workflow. Demonstrated aptitude to work closely with the employees in the Business Office. Job Goals:To assist in the administration of the district's business affairs so as to provide the maximum educational services for the financial resources available. Qualifications: Accounting degree preferred or a high school diploma, including courses in bookkeeping, accounting, or mathematics. Two years' experience in payroll or proven aptitude to complete the work. Demonstrated competence in the use of financial accounting software. Such alternatives to the above qualifications as the Board may find appropriate and acceptable. Performance Responsibilities: Receives and computes all payrolls, making deductions for income tax, retirement, health and medical insurance, and other appropriate deductions. Maintains records covering all employee deductions and benefits. Maintains and updates records for salary contracts, substitute pay tracking, and fixed stipend positions. Records Time and Attendance into the payroll system for time sheet employees. Prepares withholding, social security, tax returns, and all other tax forms relating to payroll matters. Prepares and submits (after review) payroll reports to TRS and IMRF on a timely basis. Prepares quarterly and annual payroll tax returns. Responsible for proper delivery of payroll funds to employees each pay period. Completes online transmission of funds and data to retirement companies each pay period. Assists employees with supplemental retirement accounts, such as 403(b), TRS SSP, and IMRF VAC plans. Runs payroll reports requested by the CSBO to check accuracy of payroll Verifies all amounts before checks are processed. Prepares employee W-2's for delivery to employees and federal submission. Maintains current records of employee benefits and deductions. Assists employees with questions and provides appropriate forms. Completes bank reconciliations for activity type accounts. Delivers deposits to the bank for these accounts and provides receipts to the corresponding submitter. Performs secretarial duties for the District Office. Includes answering phones, assisting with document management, and helping customers of the district. Performs other duties assigned by the Chief School Business Official or designee. Evaluation: Performance of this job will be evaluated annually accordance with provisions of the Board's policy on Evaluation of Nonprofessional Personnel. Terms of Employment: Employed to work the full work year of approximately 240 days. Salary and benefits to be established annually by the Board of Education. Apply online

Created: 2026-03-17