Payroll Specialist

Payroll Specialist Needed for Bozeman Public Schools!

Hourly rate dependent upon on experience - starting pay range $28.50/hour + $18,500 additional compensation per year + $1,500 cost of living stipend

Summary

Under the supervision of the Payroll Supervisor (or designated department leadership), the Payroll Specialist provides day-to-day support in processing District payroll and benefits. This position focuses on auditing timecards and sub sheets and reconciling records to ensure employees are paid accurately and on time.

This position requires strong quantitative aptitude, advanced computer proficiency, and sound critical thinking skills to effectively audit data and address employee inquiries. Operating within a supportive and collaborative department, the role offers structured opportunities for cross-training, continuous professional growth, and career advancement within school business operations.

Essential Duties and Responsibilities (Other duties may be assigned)

• Payroll & Data Processing: Participates in entering employee, position, timecard, absence, and accounting data involved with the District’s computerized payroll ERP system (currently Tyler Technologies).
• Calculations & Adjustments: Assists in collecting, compiling, and preparing information for payroll runs, including attendance records, voluntary and mandatory payroll deductions, and additional duty/coaching stipends.
• Contract & CBA Compliance: Assists in ensuring compliance with collective bargaining agreements (CBAs), District board policies, and state/federal wage and hour laws.
• Substitutes & Timekeeping: Audits and processes timecards for substitute staff and hourly employees.
• Claims & Benefits Processing: Processes self-funded dental and vision claims through the District’s claims database, maintaining accurate records and assisting with benefits reconciliations.
• Customer Support: Serves as a responsive, service-oriented point of contact for District employees regarding payroll inquiries, wage verifications, direct deposits, and tax withholdings.
• Reporting & Reconciliation: Assists in preparing periodic financial reports, wage/employment verifications, tax filings, and year-end processes (including W-2 audit preparation).
• Professional Growth & Departmental Support: Participates in cross-training across Business Service functions (HR, Payroll, Benefits) and completes specialized professional development (such as Tyler ERP software and MASBO training) to support department backup and prepare for career ladder advancement.

Supervisory Responsibilities

• N/A

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education & Experience:

• High school diploma or equivalent required. Post-secondary training with emphasis in business or accounting is strongly preferred.
• Advancement Pathways: Position is structured with internal advancement opportunities (Tier I to Tier II and Lead levels) based on demonstrated skill mastery, cross-training, and completed professional development milestones.

Core Operational Requirements:

• Regular and consistent attendance is required to ensure payroll processing deadlines are met without delay and District staff receive accurate, timely compensation. Must maintain strict confidentiality regarding employee personal, wage, and benefit records.

Language & Communication Skills:

• Ability to read and interpret operating instructions, procedure manuals, and payroll guidelines.
• Ability to create routine reports, correspondence, and clear email communications.
• Ability to speak effectively and helpfully with District employees regarding payroll questions.
• Bilingual proficiency (English/Spanish or other languages) is a plus to help support our diverse district staff and community.

Mathematical & Fiscal Skills:

• Strong math skills, including the ability to calculate figures, rates, percentages, and proportions accurately.
• Ability to review payroll data, perform basic record reconciliations, and spot numerical discrepancies.

Reasoning Ability & Technical Knowledge:

• Ability to apply common-sense understanding to carry out written and oral instructions and solve everyday payroll issues.
• Knowledge of basic payroll methods, terminology, and pertinent state and federal wage laws.

Technical & Computer Skills:

• Demonstrated proficiency in operating computers, databases, and spreadsheet software (Microsoft Excel/Google Sheets).
• Ability to rapidly learn and navigate specialized District software programs (such as Tyler Technologies ERP).

Physical Demands

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 sit for extended periods, operate a computer keyboard and office machinery, talk, and hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, walk, stoop, or kneel to retrieve files and supplies.

The employee must occasionally lift and/or move up to 15–20 pounds (such as reams of paper, payroll reports, or file boxes). Specific vision abilities required by this job include close vision, computer screen viewing, and the ability to adjust focus. Occasional travel between district sites may be required.

Work Environment

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 work is performed primarily in a standard, climate-controlled administrative office setting with a usually quiet to moderate noise level. The position operates in a fast-paced, customer-service-oriented environment with frequent interactions with district staff, both in person and over the phone.

Work activities are heavily driven by fixed payroll processing schedules and non-negotiable state/federal deadlines. As a result, the role periodically involves high-volume workload cycles, strict time constraints, and the need to maintain composure and focus during peak processing windows.

APPLY ONLINE AT www.bsd7.org

Note: The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individual currently holding this position, and additional duties may be assigned by school administration.

Job Type: Full-time

Pay: From $28.50 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person