Website M19supt Mascoutah CUSD 19

Job Title:  Executive Assistant Payroll Specialist

Job ID 1002 – Apply through Applitrack link found on MCUSD19 Vacancies Page

Reports To: Chief Business Official
FLSA Status: Non-Exempt
Work Days:  240 + 10 paid holidays per year (Anticipated hours are 8:00am-4:00pm / 7/5 hours day)
Rate of Pay Range: $28-$32/hour plus Board paid IMRF. To be determined based on experience.

This position is responsible for executing payroll, developing needed documentation for tax purposes, and providing accurate reports to Administration as well as reporting necessary data to the state retirement systems and payroll vendors.


Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.

Administer payroll for the district, to include, but not limited to:

Process bi-weekly payroll for Classified Staff.
Process monthly payroll for Certified Staff.
Process payroll for Extra Duty.
Assist with processing Certified Substitute payroll.
Maintain a complete and systematic set of records of all financial transactions of the District for payroll.
Process all monthly funds for health, dental, and vision insurance, flexible benefits program, and tax-sheltered annuities.
Process specific deductions such as levies, wage garnishments, 403(b), etc
Report earnings to the Teacher’s Retirement System and Illinois Municipal Retirement Fund, as required.
Assists with payroll audits for Illinois Municipal Retirement System and Teachers Retirement System. .
Maintain knowledge on the District’s payroll policies and procedures impacting payroll preparation.
Work in cooperation with the Human Resource department and other third-party vendors to ensure protocols are in place within the payroll system.
Provide assistance to all staff by researching and responding  to questions related to payroll, leave accruals, wage deductions, and all other pay related issues.
Responsible for timely and accurate payment of taxes.
Responsible for preparing and filing tax documents to include, but not limited to, Quarterly Federal Tax Return (Form 941) and employer tax returns.
Prepares W-2’s and distributes to employees by January 31st each year.
Prepares annual and monthly reports to include, but not limited to, social security, 1095’s, Illinois Municipal Retirement System, Teachers Retirement System, and EIS Reporting.
Serve as one of the District contacts for the Teacher Retirement System and Illinois Municipal Retirement System.
Complete all employment verification requests.
Assist in compiling necessary paperwork and other requested items during annual audit.
Responsible for maintaining confidentiality and non-disclosure according to general standards and laws.

United States Citizen or hold the necessary credentials as specified by the Immigration and Naturalization Service.
Bachelor’s Degree in Accounting, Business, or Human Resources (preferred).
Working knowledge of computers and peripherals.
Effective communication skills (written & oral).
Proficiency in Microsoft Office & G-suite of products.
Knowledge of Illinois TRS and IMRF.
Understanding of Benefits and Deductions and their impact on salary.
Ability to investigate and learn new software programs.
Extremely organized.
Ability to maintain accurate records.
Team oriented.
Ability to maintain confidentiality.
Previous training experience preferred.
Previous Payroll experience preferred.
Basic accounting skills and knowledge required.
Understanding of payroll systems.
Ability to work in a high paced and deadline-oriented atmosphere.
Ability to maintain composure under pressure.

Ability to describe problems and work orally or in writing to supervisor as needed
Ability to work collaboratively on assigned tasks
Ability to establish and maintain cooperative working relationships with others contacted in the course of work
Ability to carry out instructions furnished in written or oral form
Ability to add, subtract, multiply and divide, and perform arithmetic computations
Ability to understand, apply and use personal computers and software applications (e.g., the Internet, electronic mail, MS Excel and Google Suites)
Ability to type accurately and proficiently
Ability to problem-solve job-related issues
Ability to appropriately communicate and work with diverse staff and others including vendors and other agencies
Ability to exercise good judgment and work in an environment with frequent interruptions
Ability to process paperwork accurately according to standardized procedures
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form
Ability to maintain confidentiality of information regarding students, employees and others, financial information, collective bargaining information, etc.
Ability to remain calm and professional in an environment with frequent interruptions
Organizational, scheduling, and time management skills
Knowledge of office management procedures
Knowledge of state and federal laws relating to public education and public information

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk; sit; use hands for fine manipulation, handle or feel and reach with hands and arms. The employee is frequently required to stand and sit. The employee must regularly lift up to 10 pounds. Specific vision abilities required by this job include close, distance, and peripheral vision, depth perception and ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The usual and customary methods of performing the job’s functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires a reasonable duration of sitting, walking, and standing. The job is performed under a generally hazard free environment.

Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.