Payroll Specialist

Job category: Paraprofessional
Exemption Status/Test: Non Exempt
Reports to: Payroll and Benefits Office Manager
Date Revised: May 1, 2016
Dept./School: Payroll and Benefits

Primary purpose

Compile and prepare regular district payroll, including related reports and payments. Work under moderate supervision to ensure accurate and timely preparation of payroll records according to prescribed procedures and regulations.



High School Diploma or GED


One to three (1-3) years’ payroll experience

Special knowledge/skills

Knowledge of basic payroll accounting procedures

Ability to maintain accurate and auditable records

Ability to use software to create spreadsheets, databases, and do word processing

Proficiency in keyboarding and file maintenance

Ability to work with numbers in accurate and rapid manner to meet established deadlines

Effective organizational, communication, and interpersonal skills

Major responsibilities and duties


  • Prepare accurate district payroll for distribution to employees following established procedures.
  • Calculate employee wages, salaries, hours worked, overtime pay, and determine withholdings, deductions, and net pay.
  • Balance payroll earnings and deductions.
  • Maintain district payroll registers, employee payroll information, and other original documentation in an orderly and accurate manner in accordance with state, federal, and district requirements.

Data Entry

  • Prepare and post all payroll changes including payroll deductions, salary changes, termination, and new employee information, records, and reports.
  • Compile, maintain, and file all reports, records, and other documents as required including maintaining payroll and related files such as payroll records, tax records, and direct deposit information.
  • Prepare and submit payroll reports and forms including those required by the Internal Revenue Service and Teacher Retirement System of Texas.


  • Work cooperatively with human resource department, principals, department heads, campus and department secretaries, and employees to ensure accuracy of information reported.  Resolve payroll problems and inquiries.
  • Respond to requests from financial institutions regarding verification of employment.
  • Maintain confidentiality of information.

Supervisory Responsibilities:

  •   None.

Mental demands/physical demands/environmental factors

Tools/Equipment Used: 
Standard office equipment including personal computer and peripherals
Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
Occasional light lifting and carrying (less than15 pounds)
May work prolonged or irregular hours
Mental Demands: 
Work with frequent interruptions to meet established deadlines; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsible and duties that may be assigned or skills that may be required.