Payroll & Benefits Specialist

Woburn Public Schools•Woburn, MA

About The Position

The Payroll & Benefits Specialist primarily administers and coordinates employee benefit programs for Woburn Public Schools and serves as the designated backup to the Payroll Coordinator. The role oversees benefit enrollments, eligibility, deductions, billing, and employee inquiries, while maintaining accurate records and ensuring timely processing. The specialist works collaboratively with the Payroll Coordinator, Director of Finance & Operations, Human Resources Department, City personnel, and benefit providers. This is a full-time, twelve-month position with regular hours Monday through Friday, 8:00 AM–4:00 PM. Flexibility may be required to meet payroll deadlines and other operational needs. The anticipated annual salary is approximately $65,000–$75,000, commensurate with experience. The primary responsibility is day-to-day administration of district-sponsored health, dental, retirement-related, and voluntary benefit programs. As a secondary responsibility, the specialist backs up the Payroll Coordinator and supports payroll processing. Other related duties may be assigned by the Superintendent of Schools, Director of Finance & Operations, or Director of Human Resources. Woburn Public Schools is an Equal Opportunity Employer committed to embracing diverse perspectives and backgrounds. The district is a member of the Mass Partnership for Diversity in Education.

Requirements

Strong organizational skills, accuracy, and attention to detail.
Ability to manage multiple priorities and meet deadlines.
Excellent verbal and written communication skills.
Ability to maintain confidentiality when handling sensitive employee and financial information.
Ability to work independently and collaboratively with employees, administrators, and outside agencies.

Nice To Haves

Experience in benefits administration, payroll, bookkeeping, or related administrative work.
Knowledge of benefit eligibility, enrollment procedures, payroll deductions, and invoice reconciliation.
Familiarity with collective bargaining agreements and public-sector payroll practices.
Knowledge of MUNIS Financial and Payroll Software; training may be available for qualified candidates.
Knowledge of Microsoft Office, particularly Excel; training may be available for qualified candidates.
Knowledge of Google Workspace (Sheets, Docs, Drive); training may be available for qualified candidates.
Knowledge of Frontline Absence Management; training may be available for qualified candidates.
Knowledge of PowerSchool TalentEd; training may be available for qualified candidates.
Knowledge of the Massachusetts Teachers’ Retirement System (MTRS); training may be available for qualified candidates.
Knowledge of the City of Woburn Retirement System; training may be available for qualified candidates.
Knowledge of federal and Massachusetts payroll, withholding, and employee benefits requirements; training may be available for qualified candidates.

Responsibilities

Oversee day-to-day administration of district-sponsored health, dental, retirement-related, and voluntary benefit programs.
Serve as the primary contact for employee questions about benefit eligibility, enrollment, coverage, deductions, and changes.
Process new enrollments, qualifying life event changes, and benefit terminations, ensuring documentation is complete and submitted on time.
Review employee benefit eligibility in accordance with district policies and guidelines, referring exceptions and policy questions to the appropriate administrator.
Maintain accurate employee benefit records in applicable systems and portals.
Monitor payroll deductions and reconcile monthly benefit invoices against enrollment records; research and resolve discrepancies.
Coordinate with the City of Woburn, insurance carriers, retirement systems, and benefit providers regarding enrollment, billing, and coverage issues.
Coordinate annual open enrollment, including employee communications, enrollment materials, and tracking required submissions.
Maintain confidential benefit records and documentation for reporting, audits, and compliance.
Serve as the designated backup to the Payroll Coordinator and maintain the knowledge and skills needed to independently process payroll during the Coordinator’s absence.
Assist with biweekly and miscellaneous payroll processing, adjustments, and related duties as assigned.
Maintain working knowledge of MUNIS payroll functions, including employee, position, salary, and deduction records.
Assist with entering employee changes, including new hires, transfers, salary adjustments, leaves, and separations.
Review and process timesheets, overtime, stipends, additional compensation, and other special payments as assigned.
Assist with payroll reconciliations, identify discrepancies, and resolve payroll-related issues.
Assist with retirement contribution reporting and documentation, including coordination with applicable retirement systems.
Coordinate processing of required employment and payroll documents, including tax forms, retirement paperwork, benefit applications, and voluntary deduction authorizations.
Perform other related duties as assigned by the Superintendent of Schools, Director of Finance & Operations, or Director of Human Resources.