Payroll Specialist

Sussex County Public Schools • Stony Creek, VA

5d • Onsite

About The Position

The division’s Payroll Specialist supports payroll and benefits for Sussex County Public Schools (SCPS), a small rural district with 3 schools in Sussex County, Virginia. The Payroll Specialist is supported as a member of the finance department by the Chief Financial Officer, an Assistant Director of Finance & Federal Programs, and the Accounts Payable Specialist. The Payroll Specialist is responsible for processing and managing payroll functions to ensure accurate and timely payment of salaries and wages to all school district employees.

Requirements

• Bachelor’s degree or comparable experience in accounting and finance.
• A minimum of five years of successful experience in financial operations.
• Specialized knowledge of payroll and accounts payable accounting.
• Considerable knowledge of state and federal regulations and guidelines concerning public personnel, payroll and accounts payable accounting.
• Considerable knowledge of electronic data processing and month-end and year-end closing and reconciliation activities.
• Demonstrated ability to work independently, supervise staff and work with others in the organization.
• Demonstrated knowledge of payroll integration to the general ledger.

Nice To Haves

• At least one year of financial supervisory experience.
• Governmental accounting experience at the school district locality level preferred.

Responsibilities

• Prepare and process regular and supplemental payrolls for all staff (certified, classified, hourly, substitutes, etc.).
• Maintain and update employee payroll records, including salary, deductions, leave balances, tax status, and direct deposit information.
• Ensure payroll practices comply with federal, state, and local regulations, as well as district policies and collective bargaining agreements.
• Prepare payroll reports for internal use, audits, and government filings (e.g., W-2s, quarterly tax reports).
• Collaborate with HR and benefits departments to process deductions related to retirement plans, insurance, and other benefit programs.
• Address payroll-related inquiries, discrepancies, and issues from employees in a timely and professional manner.
• Regularly audit payroll records and reconcile payroll accounts with general ledger entries.
• Utilize payroll software systems; assist with upgrades, testing, and troubleshooting.
• Process semi-monthly payroll accurately, including wages, overtime, deductions, and garnishments for approximately 250+ employees.
• Maintain strict confidentiality of employee records and sensitive information.
• Reconciliation and payment of monthly insurance invoices and work with vendors to resolve discrepancies.
• Update employee records for new hires, terminations, deductions, bonuses, and salary changes.
• Assist employees approaching retirement with completing VRS retirement applications.
• Administer VRS retirement plans (Plan 1, Plan 2, and Hybrid Plan), including enrolling new employees, submitting required contributions and reports, and assisting employees with retirement benefit inquiries.
• Prepare payroll, benefits, and retirement reports for management and auditors.
• Respond to employee inquiries regarding payroll discrepancies, benefit eligibility, and retirement options.
• Manage the preparation and processing of W-2’s.
• Collaborate with Human Resources to coordinate benefits enrollment, open enrollment and change in coverage.
• Process retiree enrollment, continuation, or termination of health insurance benefits.
• Coordinate payroll system with updated federal/state regulations and VRS health insurance rates.
• Act as liaison between retirees and health plan providers to resolve coverage, billing, or eligibility issues.
• Provide month-end reports to cost center managers, federal programs and board clerk.
• Process Hybrid Plan employees’ semi-monthly contributions.
• Provide Pay schedule dates for the school division.
• Maintain the district’s sick and annual leave reporting system.
• Ensure compliance with state and federal laws and regulations.
• 941’s and ACA (Affordable Care Act) processing.
• Assume responsibility for the direct maintenance and management of the district’s payroll system, including benefits administration and VRS reporting requirements.
• Provide management and supervision of all general ledger accounting functions including all daily processing and month-end and year-end closing activities.
• Maintain close coordination with the county Treasurer’s office to process and reconcile payroll.
• Maintain proper accounting records and balances.
• Keep abreast of federal and state legislation that can affect payroll, healthcare, pre-tax and flexible spending accounts.
• Enter journal entries into the ERP system.
• Perform other duties and assume such responsibilities of special projects as directed by the Director of Finance and Operations.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level