Senior Specialist, Payroll

Aspire Public Schools • Oakland, CA

6d • $74,990 - $96,266

About The Position

The Senior Payroll Specialist executes and supports Aspire’s payroll processes and the payroll team and department. The role provides customer service and support to internal teammates and external stakeholders, working across schools, the home office, and regional office, as well as with outside consultants and vendors. The position also supports a new service-level agreement under which Aspire NorCal will provide finance, accounting, and payroll services to Aspire LA.

This full-time, exempt position has an annual salary range of $74,990 to $96,266, commensurate with experience. It offers eligibility for Aspire health benefits, retirement through CalSTRS or CalPERS depending on credential requirements, a 403(b) option, and paid time off and additional teammate benefits to be determined under an updated employee value proposition. Work location and in-person expectations are being finalized. Employment is at-will, and the position may be affected if the multi-year service agreement with Aspire LA is not finalized, renewed, or is ended early.

Requirements

• 2–4 years of payroll experience.
• Proficiency with Microsoft Office, including Excel and Word.
• Strong communication and organizational skills.
• 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 but not required.
• Experience or strong interest in K-12 public education.

Responsibilities

• Run bi-monthly payroll processes as directed by the Lead Payroll Specialist and/or Director of Payroll.
• Help ensure approval of semi-monthly timesheets and paycheck distribution to school sites.
• Respond to payroll questions and inquiries, including W-2 requests and requests received through Zendesk and by phone, within service level agreements.
• Email principals and office managers about unapproved timesheets and timesheet errors.
• Enter data and audit Human Resources changes in the HRIS system, including status changes and new hires.
• Ensure payroll documents are accurate for processing, including teacher calculations and retroactive pay.
• Distribute paychecks to school sites.
• Calculate and enter blended overtime information into the payroll system, and correct partial time-off entries imported from the time and attendance system.
• Communicate with school-site Business Managers and leaders to clarify and obtain missing information.
• Enter timesheets, time-off forms, and pay adjustments, and audit entries against the Pay Check Register.
• Enter employee garnishments, send necessary responses, and process garnishment orders to the state and employee.
• Process off-cycle checks and complete employment verifications.
• Calculate teacher final payouts and PTO and sick time for leaves of absence; calculate and process sick-time transfers to and from other districts.
• Support payroll information requests from HR and Finance, and year-end tax preparation, including tax liability reporting, negative wage adjustments, and quarterly and year-end files.
• Follow up on stale-dated checks, collect teacher work calendars from school sites, and maintain payroll files.
• Ensure terminated employees are paid on time and that their Option Pay form has been received.
• Provide excellent customer service.
• Demonstrate knowledge of and support the 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 to be determined in accordance with an updated employee value proposition.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed