Senior Payroll & Retirement Specialist

Aspire Public Schools•Oakland, CA

About The Position

ABOUT ASPIRE Aspire Public Schools operates a network of high-performing, college-preparatory charter schools serving TK-12 scholars in communities across California. Founded in 1998—in an effort to transform the inequitable racial, social, and gender outcomes that our communities persist through—Aspire is one of the largest and most forward-thinking open-enrollment public charter school systems in the nation. Our purpose is to prepare our scholars for success in college, career, and life. At Aspire, we set a foundation for our scholars to gain knowledge, skills, and power to access and make choices for their families and post-secondary lives. Every day, our community of students, families, teachers, and staff comes together to learn, work, and play in an environment grounded in our values of Bienestar (Well-Being), Culture of Belonging, Community Partnership, Agency & Self-Determination, and Joy. JOB SUMMARY The Senior Payroll & Retirement Specialist is responsible for providing assistance to the Payroll and Retirement team and department. This position holds a high level of knowledge in ensuring workflows and processes for payroll and retirement functions. The Senior Payroll & Retirement Specialist also supports the Payroll & Retirement Manager by ensuring deadlines are met. The Senior Payroll & Retirement Specialist works well with all levels of the organization and with outside consultants/vendors. ESSENTIAL FUNCTIONS Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions Payroll Processing Ensure approval of semi-monthly timesheets from all school sites. Run reports from the WorkForce Management (WFM) time and attendance system for timesheet errors. Manage and lead communication to our internal leaders, including Principals and Business Managers, regarding pending timesheets , errors, or missing information, as needed. Ensure the accuracy of all payroll documents for processing. Distribute manual/off-cycle paychecks to school sites, as needed. Participate in status change and new hire submission final checks process in collaboration with the Human Resource Department. Enter pay adjustments into the payroll system. Calculate retro payments. Enter employee garnishments in the payroll system and send necessary responses. Maintain online garnishment payments with UKG payment services. Audit entries entered in the payroll system against the Pay Check Register. Process off-cycle checks. Provide quality Customer Service. Complete employment verifications. Answer Outlook emails and phone requests in a timely manner. Meet with teammates via Zoom or phone calls regarding pay or retirement concerns. Calculate teacher final payouts. Calculate PTO/Sick time for Leave of Absences. Support the Human Resources Department with payroll requests related to legal claims, EDD Unemployment, and Workers’ Comp. Year-end Tax preparation. Retirement Processing Analyze new hires and job changes for retirement placement into CalPERS/CalSTRS/403b CA Prepare mass import file for Retirement (STRS/PERS) Prepare mass separation file for CalPERS Enroll Classified staff into the CalPERS system Enroll Certificated staff into the CalSTRS system Support in annual audits Maintain 403b CA and 403b PP Plans Support in annual audits Reports Complete US Department of Labor Statistics Report. Complete Quarterly EDD Multi-worksite Report. Complete wage portion of benefit audits for EDD. Maintenance Follow up on stale dated checks. Collect teacher work calendars from all school sites. Ensure accurate processing of sick hours transfers, including updated sick hours from previous districts. Maintain electronic payroll files. Create employee garnishment folders and ensure balances are kept up to date. Ensure that terminating employees are paid on time, and their “Option Pay” form has been received. Process payroll in the UKG system. Perform other related duties as required and assigned. Additional: Demonstrate knowledge of, and support, the Aspire Public Schools mission, vision, value statements, including antiracism, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior Actively seeks to improve and simplify Aspire’s approach to particular job functions Comfortable with the utilization of technology in a remote environment Perform other related duties as required and assigned

Requirements

Proven ability to perform timely, accurate analysis and manage multiple priorities in a fast-paced, high-growth environment
Strong organizational, time management, and follow-up skills with a high sense of urgency and attention to detail
Excellent written and verbal communication skills; ability to communicate effectively with diverse stakeholders
Strong analytical and problem-solving skills with the ability to quickly learn and apply new processes, systems, and software
Process-oriented, proactive, and self-directed with the ability to take initiative and think both strategically and tactically
Ability to work effectively both independently and collaboratively in a team environment
Demonstrated professionalism, flexibility, and sound judgment when handling highly sensitive and confidential information
Strong customer service orientation with the ability to balance service excellence and compliance requirements
Knowledge of payroll functions and working knowledge of applicable Federal, California, and out-of-state labor laws
Proficiency with productivity and collaboration tools, including Microsoft Office (Outlook, Word, Excel, PowerPoint, OneNote) and Google Workspace (Drive, Docs, Sheets, Slides); ability to learn HRIS/payroll systems such as UKG
Demonstrated commitment to organizational values, policies, confidentiality standards, and ethical conduct
Ability to perform other related duties as assigned
Associate’s degree (AA) preferred
Minimum of five (5) years of payroll experience in a fast-paced, high-volume environment
Experience administering payroll through UKG or similar HRIS/payroll systems
Experience in CalSTRS/CalPERS/403b platforms
Proficiency in Microsoft Office applications, including Excel and Word
Proficiency in Google Workspace, including Google Sheets
Experience in, or strong interest in, K-12 public education
Stand, walk, or bend over, kneel, crouch, reach overhead, grasp, push, and pull.
Move, lift, and/or carry up to 30 pounds to shoulder height
Repetitive use of hands (i.e., fine manipulation, simple grasping, and power grasping)
Demonstrate normal depth perception
Sitting, walking, or standing for extended periods of time
Dexterity of hands and fingers to operate a computer keyboard, operate standard office equipment, and use a telephone
See and read a computer screen and printed matter with or without vision aids
Hear and understand speech at normal levels and on the telephone with or without auditory aids
Clear the Department of Justice background screening
Authorized to work in the United States
Provide health (TB) clearance (renewal every four years)

Nice To Haves

American Payroll Association (APA) certification is desired but not required.

Responsibilities

Ensure approval of semi-monthly timesheets from all school sites.
Run reports from the WorkForce Management (WFM) time and attendance system for timesheet errors.
Manage and lead communication to our internal leaders, including Principals and Business Managers, regarding pending timesheets , errors, or missing information, as needed.
Ensure the accuracy of all payroll documents for processing.
Distribute manual/off-cycle paychecks to school sites, as needed.
Participate in status change and new hire submission final checks process in collaboration with the Human Resource Department.
Enter pay adjustments into the payroll system.
Calculate retro payments.
Enter employee garnishments in the payroll system and send necessary responses.
Maintain online garnishment payments with UKG payment services.
Audit entries entered in the payroll system against the Pay Check Register.
Process off-cycle checks.
Provide quality Customer Service.
Complete employment verifications.
Answer Outlook emails and phone requests in a timely manner.
Meet with teammates via Zoom or phone calls regarding pay or retirement concerns.
Calculate teacher final payouts.
Calculate PTO/Sick time for Leave of Absences.
Support the Human Resources Department with payroll requests related to legal claims, EDD Unemployment, and Workers’ Comp.
Year-end Tax preparation.
Analyze new hires and job changes for retirement placement into CalPERS/CalSTRS/403b CA
Prepare mass import file for Retirement (STRS/PERS)
Prepare mass separation file for CalPERS
Enroll Classified staff into the CalPERS system
Enroll Certificated staff into the CalSTRS system
Support in annual audits
Maintain 403b CA and 403b PP Plans
Complete US Department of Labor Statistics Report.
Complete Quarterly EDD Multi-worksite Report.
Complete wage portion of benefit audits for EDD.
Follow up on stale dated checks.
Collect teacher work calendars from all school sites.
Ensure accurate processing of sick hours transfers, including updated sick hours from previous districts.
Maintain electronic payroll files.
Create employee garnishment folders and ensure balances are kept up to date.
Ensure that terminating employees are paid on time, and their “Option Pay” form has been received.
Process payroll in the UKG system.
Perform other related duties as required and assigned.
Demonstrate knowledge of, and support, the Aspire Public Schools mission, vision, value statements, including antiracism, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior
Actively seeks to improve and simplify Aspire’s approach to particular job functions
Comfortable with the utilization of technology in a remote environment

Benefits

In addition to a competitive base salary that is benchmarked against local districts and charter schools, we offer employees exceptional benefits, including paid time off, 100% core health benefits coverage on select plans, life insurance/long-term disability, participation in a CA state retirement plan, tuition reimbursement plan, and adoption assistance program.

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