Payroll Associate

TITLE: Payroll Specialist (Office Support Associate)

PRIMARY FUNCTION:

Process payroll transactions for over 1000 employees as part of the Finance Department of Pender County Schools. A Variety of complex activities connected with the management of payroll are performed. The employee must select and apply appropriate actions based on established policies, standards and procedures involving payroll with a high degree of accuracy. It is generally necessary for the employee to analyze facts to determine which policy/procedure to apply. The employee works with minimum level of direction and is expected to seldom make errors in completing payroll duties.

QUALIFICATIONS:

• Valid NC Driver's License
• NC school district payroll and LINQ software experience preferred

EDUCATION / EXPERIENCE:

• Associates or Bachelors degree in Accounting, Business or related field preferred
• Graduation from high school and any equivalent combination of training and experience which provides the required knowledge, skills and abilities

ESSENTIAL FUNCTIONS:

• Prepare monthly payrolls for multiple schools and sites by established deadlines
• Answer phone calls and emails in response to requests for information related to payroll programs.
• Calculate hourly and overtime rates of pay
• Monitor payroll data using various reports and queries
• Process and verify payroll data for all assigned schools
• Prevent overpayment of prepaid employees in coordination with school treasurers
• Update pay tables (typically annually, depending on state budget approval)
• Process new hire, assignment change, leave of absence and separation staff actions submitted by HR
• Ensure proper budget coding for all payroll entries
• Monitor and post leave for approved leaves of absence
• Print, review and verify payroll proformas for multiple pay groups
• Submit budget adjustment (202) requests to the Budget Analyst
• Process requests submitted through timekeeper (time adjustments, tax withholding changes, address/phone number updates)
• Update employee deductions as directed by the Benefit Coordinator. Assist in identifying and correcting deductions as needed.
• Investigate and correct employee data on a regular basis (dates of service, old leave balances, etc.)
• Process supplemental pay (longevity, incentive pay, bonuses, etc.)
• Correct and submit NC Retirement (Orbit) Error spreadsheet
• Complete procedures to close fiscal year and prepare any requested info for annual audit
• Attend and actively participate in workshops, seminars and regular staff meetings to improve competency and provide training and updates to staff as needed.
• Perform other tasks as needed in the finance department.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to use correct grammar, spelling, punctuation and business English in spoken and written form
• Operational knowledge of common office equipment (copier, fax, adding machine, etc.)
• Computer literacy including word processing, database, spreadsheet programs and payroll software.
• Ability to solve problems and deal with a variety of variables where limited standardization exists and procedural policies change often.
• Strong and effective organizational skills
• Travel as needed between schools / other PCS sites and occasionally to out of town conferences
• Ability to work in a high stress environment in a shared office
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Compute rates, ratios and percentages.
• Ability to interpret a variety of information provided in written, oral or schedule form

REPORTS TO: Chief Financial Officer

PHYSICAL DEMANDS:

The employee is regularly required to sit, stand, and walk. The employee frequently is required to reach with hands and arms, and must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25pounds. Must be able to use hands and fingers for manual dexterity in an office environment. Other required abilities include close vision, the ability to adjust visual focus, and the ability to talk and hear.

WORK ENVIRONMENT:

The employee regularly works in indoor conditions and regularly works near a video display. The noise level in the work environment is usually minimal to moderate. Work is typically done in an office setting, primarily sitting at office equipment and standing at files. Daily contact is made with employees and the general public in person, by telephone, and in writing.

SALARY GRADE: NC State Salary Schedule, Public School Employees Grade NC10

TERMS OF EMPLOYMENT: 12-month position, M-F 7:30-4:30 (some flexibility available)

FLSA STATUS: Non-Exempt

OSHA: The employee is not to handle any human body fluids, biological agents, laboratory chemicals, or be exposed to hazardous materials such as noise, asbestos, or carcinogens.

ADA: The employer will make reasonable accommodations to enable individuals with disabilities to perform essential job functions in compliance with the Americans with Disabilities Act of 1990.

This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification. DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.

Updated 10/2026