Lead Senior Specialist, Payroll

Aspire Public Schools • Oakland, CA

6d • $84,564 - $108,556

About The Position

The Lead Senior Payroll Specialist leads the functions of the payroll department under the supervision of the Director of Payroll. The role requires strong payroll expertise to ensure workflows and processes are managed accurately and on time. The specialist supports the Director of Payroll and Retirement Manager in meeting deadlines and works professionally with school and home-office stakeholders, outside consultants, and vendors.

The position leads and supports the payroll team, oversees payroll and audit processes, and handles payroll transactions, employee pay matters, reporting, and customer requests. It also supports a new service agreement under which Aspire NorCal will provide finance, accounting, and payroll services to Aspire LA. Work location and in-person expectations are still being finalized. The position is full-time and exempt; employment is at-will. The role’s department may be affected if the multi-year Aspire LA service agreement is not finalized, renewed, or continues to its planned end.

Requirements

• At least 5 years of payroll experience.
• Proficiency with Microsoft Office, including Excel and Word.
• Strong knowledge of UKG software.
• Strong communication and organizational skills, flexibility, and the ability to promote positive communication.
• Knowledge of federal and California labor laws and general knowledge of payroll functions.
• Ability to handle highly sensitive information.
• Strong time management, follow-up, and attention to detail.
• Ability to quickly learn new software packages.
• Ability to balance compliance needs with a strong commitment to customer service.

Nice To Haves

• Associate’s degree preferred.
• APA certification desired but not required.
• Experience or strong interest in K-12 public education.

Responsibilities

• Lead, monitor, guide, and supervise the payroll team under the Director of Payroll, including sharing feedback and helping the team meet goals and department targets.
• Oversee and/or run bi-monthly payroll processes as directed by the Director of Payroll, and lead team meetings in the Director’s absence.
• Lead payroll audits, oversee their completion and accuracy, and assist the Retirement Manager with retirement-related audits as needed.
• Work with the Retirement Manager to ensure new-hire reports include retirement placement and prepare retirement import files for new hires and status changes.
• Work with the Director of Payroll to train payroll team members on compliance items and processes.
• Ensure approval of semi-monthly timesheets from all school sites and lead communication with Principals and Business Managers about pending timesheets or errors.
• Ensure payroll documents are accurate for processing, including teacher calculations and retroactive pay, and audit HR-submitted status changes and new hires.
• Calculate and enter blended overtime; correct partial time-off entries; enter timesheets, time-off forms, and pay adjustments; and process off-cycle checks.
• Lead and maintain garnishments and garnishment payments through UKG payment services.
• Calculate teacher final payouts and PTO/sick time for leaves of absence; complete employment verifications and sick-time transfers.
• Support or assign payroll information requests from HR and Finance, and respond promptly to payroll Zendesk and phone requests.
• Prepare year-end tax filings, including tax liability reporting, negative wage adjustments, and quarterly and year-end files; assign the U.S. Department of Labor headcount statistics report; and complete the wage portion of benefit audits for EDD.
• Follow up on stale-dated checks, collect teacher work calendars, maintain payroll files, and ensure terminated employees are paid on time.
• Provide excellent customer service.
• Demonstrate knowledge of and support Aspire Public Schools’ mission, vision, and values, including antiracism, and uphold confidentiality standards and the code of ethical behavior.
• Perform other related duties as required and assigned.
• Support the new Service Level Agreement under which Aspire NorCal will provide finance, accounting, and payroll services to Aspire LA.

Benefits

• Eligible for Aspire health benefits.
• Retirement through CalSTRS or CalPERS, depending on the role’s credential requirements, with a 403(b) option.
• Paid time off; additional teammate benefits are to be determined in accordance with an updated employee value proposition to be shared prior to offer.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree