JOB TITLE: Payroll Specialist

WAGE/HOUR STATUS: Nonexempt

REPORTS TO: Director of Payroll and Grants

PAY GRADE: CP7/226 Days/8 hrs

DEPT./SCHOOL: Business Services

DATE REVISED: 4/13/2026

PRIMARY PURPOSE:

Assist with the preparation of all payrolls for the district, including data entry and reporting. Ensure accurate and timely preparation of payroll records by following prescribed procedures and regulations. Assist with the management of grant budgets, transfers, and other grant specific duties.

QUALIFICATIONS:

Education/Certification:

High school diploma

Special Knowledge/Skills:

Ability to use personal computers and software such as word processing, spreadsheets, and Skyward Finance

Knowledge of basic accounting procedures

Proficient skills in typing, keyboarding, and file maintenance

Ability to communicate effectively

Experience:

Two years of clerical experience, preferably in the areas of payroll, accounting, and/or budgeting

MAJOR RESPONSIBILITIES AND DUTIES:

PAYROLL

1. Receive and process payroll timesheets, both physical and electronic.

2. Prepare payroll checks for certain employees and payroll accounts payable vendors.

3. Process TRS certifications and assist with monthly TRS reporting.

4. Process W-4 and direct deposit changes. Print and mail W-2 forms as needed.

5. Maintain physical and computerized payroll records and files.

6. Maintain accurate employee information in Skyward Finance.

7. Process wage garnishment orders and ensure payments are processed in a timely manner.

8. Respond to requests from financial and government institutions regarding verification of employment.

9. Communicate with employees and district/campus departments to ensure accuracy of information reported; resolve payroll problems and inquiries.

GRANTS

10. Assist with the creation and management of grant budgets

11. Assist with various grant requirements such as semi-annual certifications, transfers, and private non-profit school communications.

12. Maintain electronic and physical grant records.

OTHER

13. Maintain confidentiality of information.

14. Provide training to employees as needed.

15. Follow district safety protocols and emergency procedures

16. All other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

None

EQUIPMENT USED:

Uses copier, calculator, personal computer, printer, and shredder.

WORKING CONDITIONS:

Mental Demands:

Reading; ability to work with numbers in an accurate and rapid manner, communicate effectively (written and verbally), operate personal computer, meet established deadlines, and maintain accurate and auditable records.

Physical Demands/Environmental Factors:

Repetitive hand motions, prolonged use of computer, lifting of heavy boxes.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.

For inquiries regarding the non-discrimination policies, contact: Executive Director of Human Resources, (254) 547-1227, 408 S. Main, Copperas Cove, TX 76522