Senior Payroll Specialist

Position Summary

The Senior Payroll Specialist performs routine payroll processing and related administrative functions to support accurate and timely compensation for district employees. The position accomplishes this by processing payroll transactions, reviewing data for accuracy, responding to employee payroll inquiries, and maintaining required records. The role works under the direction of the Payroll Supervisor and supports Financial Services operations by following established procedures and providing consistent, customer-focused service.

Essential Performance Responsibilities

Incumbents may perform any combination of the essential performance responsibilities listed below.

1. Actively participates in team, school, and district initiatives by fostering collaboration, shared problem-solving, and a culture of mutual respect. Contributes ideas, supports colleagues, and advances common goals.
2. Demonstrates commitment to continuous learning by seeking feedback, pursuing professional development opportunities, and applying new knowledge and skills to improve performance and service.
3. Provides high-quality, values-aligned service to internal and external stakeholders by responding with accuracy, efficiency, and empathy. Maintains a positive, solutions-oriented approach in all interactions.
4. Identifies opportunities for improvement by contributing ideas that enhance efficiency, service, or outcomes within established procedures. Demonstrates openness to new ideas and approaches.
5. Processes payroll transactions and related data entries accurately and timely in accordance with established procedures, deadlines, and district requirements.
6. Reviews payroll information for completeness and accuracy; identifies discrepancies and brings issues to the attention of the Payroll Supervisor for resolution.
7. Assists with payroll adjustments, corrections, and reconciliations under the direction of the Payroll Supervisor.
8. Responds to routine payroll-related inquiries from employees and departments by providing clear, courteous, and accurate information or referring complex issues as appropriate.
9. Maintains payroll records, documentation, and files in accordance with district policies, retention requirements, and confidentiality standards.
10. Supports payroll processing timelines by preparing reports, verifying data, and completing assigned tasks to meet established payroll schedules.
11. Utilizes payroll and related systems to enter, retrieve, and update information while maintaining data accuracy and security.
12. Follows established internal controls, procedures, and documentation standards to support payroll accuracy and compliance.
13. Performs other duties related to the position, as assigned.

Knowledge

1. Organizational policies and procedures, role-specific guidelines, and the ability to learn and apply district standards.
2. Payroll processes and workflows, including time reporting, pay calculations, deductions, and payroll cycles.
3. Basic wage and hour concepts and the importance of compliance with established payroll rules and timelines.
4. Confidentiality requirements, data privacy standards, and appropriate handling of sensitive employee and payroll information.
5. Recordkeeping and documentation practices necessary to support accurate payroll processing and audit readiness.

Skills

1. Strong oral and written communication appropriate to the responsibilities of the role.
2. Using common technology tools appropriate to the role, including email, productivity applications, digital communication platforms, and district and role-specific systems with the ability to learn new tools as needed.
3. Accurate data entry, verification, and review, with strong attention to detail and consistency.
4. Following established procedures, checklists, and documentation to complete assigned tasks on time.
5. Responding to routine payroll inquiries with professionalism, clarity, and a customer-service focus.

Abilities

1. Build and maintain positive, productive, and culturally responsive relationships with students, staff, families, and community partners.
2. Provide timely, accurate, courteous, and empathetic service that reflects district core values.
3. Exercise sound judgment, maintain confidentiality, and navigate sensitive situations with professionalism, discretion, and integrity.
4. Work effectively under deadlines, interruptions, and changing or competing priorities.
5. Ability to learn payroll systems, processes, and regulations and apply training consistently in daily work.
6. Ability to follow instructions, seek clarification when needed, and learn new payroll processes and systems.

Minimum Qualifications

Any combination of training, experience, and/or education may be considered in meeting these position requirements.

Education

High school diploma or equivalent.

Experience

1. 1–3 years of experience working in a school, office, customer service, or related setting.
2. Experience in accounting, payroll, timekeeping, or financial data entry.
3. Experience providing customer service.

Licenses, Certifications, and Other Requirements

Possession of a valid US driver’s license and availability of private transportation (mileage reimbursement provided)

Working Conditions

Physical Demands

1. Constantly (more than 5.6 hours or 69% of the day): Finger Dexterity, Hearing, Repetitive Motion, Sitting
2. Frequently (Between 2.6 hours and 5.5 hours or 33% to 68% of the day):
3. Occasionally (Up to 2.5 hours or 32% of the day): Standing, Walking
4. Rarely: (Less than 1 hour or 12% of the day): Balancing, Carrying/Lifting, Climbing, Color Vision, Crawling, Crouching/Kneeling, Multi-limb Coordination, Pulling/Pushing, Reaching

Work Type/Physical Demands

Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Mental and Psychological Demands

Routine demands: The position involves routine and structured work performed within established procedures and timelines. The work environment is generally predictable, with limited exposure to emotionally demanding situations, conflict, or high‑stakes public interaction. Cognitive demands are consistent and manageable within the scope of defined responsibilities, and the role typically does not require prolonged concentration on highly complex tasks.

Working Environment

Everyday risk and discomfort level: The environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices, meeting rooms, classrooms, libraries, or commercial vehicles, e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals. The work area is adequately lighted, heated, and ventilated.

EEO Statement

Salem-Keizer Public School is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, national origin, age, disability, or sex, including pregnancy, sexual orientation, and gender identity and other characteristics protected by law. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

Representative Duties

This job description is intended to accurately reflect the duties, responsibilities, and requirements of the position. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position. The district reserves the right to modify, add, or remove duties and assign other duties as necessary.

Revision Date(s):

12/30/2025 – Created