Payroll Assistant (2025-26 school year)

Michigan City Area Schools•Michigan City, IN

19h

About The Position

Assists in responsibility of coordinating payroll and benefits. Assists in processing of payroll and benefits. Meets payroll operational standards by managing processes; maintaining accuracy, quality, and customer-service standards; resolving problems; and identifying system improvements. Meets payroll financial standards by assisting the Business Office with the utilization of Payroll Software, and provides key information for annual budgeting purposes via payroll & personnel entry screens. Assists in managing employee leaves/docks through AESOP and Payroll System; coordinates payments for leaves in conjunction with Short Term Disability benefit when applicable. Prepares pay by verifying time records; calculating and producing annual board-paid annuities and longevity. Balances payroll accounts by auditing information and identifying and resolving discrepancies. Prepares documentation associated with each pay period to support balancing activities, summarizing all direct deposits, manual checks, amounts withheld from employees, liabilities due by the employer, etc. Reconciles all payroll liability accounts on a monthly basis for accuracy. Prepares quarterly 941s; monthly Sales, Use, and Withholding reports; all annual federal, state and local returns. Creates and maintains certified teacher and administrator contracts. Oversees all plans that result in before-tax treatment of compensation (i.e. 403b, 457, board paid annuities, tax-deferred payments, 125 plans, etc.). Determines payroll liabilities for federal and state income and social security tax 403b/457 contributions and direct deposits, wage assignments and garnishments. Fulfills wage garnishment requirements by completing forms; adjusting payroll records, documenting and transmitting withholdings. Manages the processing of W2 statements and coordinates the distribution to employees. Remits employee and employer retirement contributions to State of Indiana. Maintains records for pension contributions on State employer-reporting site. Serves as primary contact for the district with the Teacher Retirement Fund (TRF) and Public Employee Retirement Fund (PERF) to maintain accurate employee records and troubleshoot file submission errors. Answer audit inquiries with various agencies, including the State Board of Accounts (SBOA), Internal Revenue Service (IRS) and workers compensation. Works closely with Human Resources Assists with reconciling insurance billing and deductions. Enroll employees in benefit programs ,including health, dental and vision insurance plans. Update websites with plan and coverage changes, terminations, name and/or address changes. Reconciles insurance billing. Calculates payroll deduction amounts for health, dental and vision plans. Maintains all reporting requirements of the Affordable Care Act (ACA). Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications, establishing personal networks, and benchmarking state-of-the-art practices. Support benefits as needed Performs other duties and assumes such other responsibilities as may be assigned by the Business Manager.

Requirements

Bachelor’s or Associate's degree in a related field (Finance, Accounting, Business Administration, Human Resources, etc.) preferred.
Two to five years’ work experience in a medium to large company in payroll and employee benefits preferred.
Knowledge of applicable state and federal wage and hour laws that affect payroll and employee benefit programs.
The candidate should have a good understanding of payroll tax, fringe benefits and compensation concepts and laws.
Evidence of good oral and written communication skills is required.
Strong Microsoft Office and Excel Skills required.

Responsibilities

Assists in responsibility of coordinating payroll and benefits.
Assists in processing of payroll and benefits.
Meets payroll operational standards by managing processes; maintaining accuracy, quality, and customer-service standards; resolving problems; and identifying system improvements.
Meets payroll financial standards by assisting the Business Office with the utilization of Payroll Software, and provides key information for annual budgeting purposes via payroll & personnel entry screens.
Assists in managing employee leaves/docks through AESOP and Payroll System; coordinates payments for leaves in conjunction with Short Term Disability benefit when applicable.
Prepares pay by verifying time records; calculating and producing annual board-paid annuities and longevity.
Balances payroll accounts by auditing information and identifying and resolving discrepancies.
Prepares documentation associated with each pay period to support balancing activities, summarizing all direct deposits, manual checks, amounts withheld from employees, liabilities due by the employer, etc.
Reconciles all payroll liability accounts on a monthly basis for accuracy.
Prepares quarterly 941s; monthly Sales, Use, and Withholding reports; all annual federal, state and local returns.
Creates and maintains certified teacher and administrator contracts.
Oversees all plans that result in before-tax treatment of compensation (i.e. 403b, 457, board paid annuities, tax-deferred payments, 125 plans, etc.).
Determines payroll liabilities for federal and state income and social security tax 403b/457 contributions and direct deposits, wage assignments and garnishments.
Fulfills wage garnishment requirements by completing forms; adjusting payroll records, documenting and transmitting withholdings.
Manages the processing of W2 statements and coordinates the distribution to employees.
Remits employee and employer retirement contributions to State of Indiana.
Maintains records for pension contributions on State employer-reporting site.
Serves as primary contact for the district with the Teacher Retirement Fund (TRF) and Public Employee Retirement Fund (PERF) to maintain accurate employee records and troubleshoot file submission errors.
Answer audit inquiries with various agencies, including the State Board of Accounts (SBOA), Internal Revenue Service (IRS) and workers compensation.
Works closely with Human Resources
Assists with reconciling insurance billing and deductions.
Enroll employees in benefit programs ,including health, dental and vision insurance plans.
Update websites with plan and coverage changes, terminations, name and/or address changes.
Reconciles insurance billing.
Calculates payroll deduction amounts for health, dental and vision plans.
Maintains all reporting requirements of the Affordable Care Act (ACA).
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications, establishing personal networks, and benchmarking state-of-the-art practices.
Support benefits as needed
Performs other duties and assumes such other responsibilities as may be assigned by the Business Manager.