Senior Payroll & Retirement Specialist

• Ensure approval of semi-monthly timesheets from all school sites.
• Run reports from the WorkForce Management (WFM) time and attendance system for timesheet errors.
• Manage and lead communication to our internal leaders, including Principals and Business Managers, regarding pending timesheets, errors, or missing information, as needed.
• Ensure the accuracy of all payroll documents for processing.
• Distribute manual/off-cycle paychecks to school sites, as needed.
• Participate in status change and new hire submission final checks process in collaboration with the Human Resource Department.
• Enter pay adjustments into the payroll system.
• Calculate retro payments.
• Enter employee garnishments in the payroll system and send necessary responses.
• Maintain online garnishment payments with UKG payment services.
• Audit entries entered in the payroll system against the Pay Check Register.
• Process off-cycle checks.
• Provide quality Customer Service.

• Complete employment verifications. 
• Answer Outlook emails and phone requests in a timely manner.
• Meet with teammates via Zoom or phone calls regarding pay or retirement concerns.
• Calculate teacher final payouts.
• Calculate PTO/Sick time for Leave of Absences.
• Support the Human Resources Department with payroll requests related to legal claims, EDD Unemployment, and Workers’ Comp.
• Year-end Tax preparation.

• Analyze new hires and job changes for retirement placement into CalPERS/CalSTRS/403b CA
• Prepare mass import file for Retirement (STRS/PERS)
• Prepare mass separation file for CalPERS
• Enroll Classified staff into the CalPERS system
• Enroll Certificated staff into the CalSTRS system
• Support in annual audits
• Maintain 403b CA and 403b PP Plans
• Support in annual audits

• Complete US Department of Labor Statistics Report.
• Complete Quarterly EDD Multi-worksite Report.
• Complete wage portion of benefit audits for EDD.

• Follow up on stale dated checks.
• Collect teacher work calendars from all school sites.
• Ensure accurate processing of sick hours transfers, including updated sick hours from previous districts.
•  Maintain electronic payroll files.
• Create employee garnishment folders and ensure balances are kept up to date.
• Ensure that terminating employees are paid on time, and their “Option Pay” form has been received.
• Process payroll in the UKG system.

• Perform other related duties as required and assigned.

• Demonstrate knowledge of, and support, the Aspire Public Schools mission, vision, value statements, including antiracism, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior 
• Actively seeks to improve and simplify Aspire’s approach to particular job functions
• Comfortable with the utilization of technology in a remote environment
• Perform other related duties as required and assigned 

Knowledge, Skills & Abilities

• Proven ability to perform timely, accurate analysis and manage multiple priorities in a fast-paced, high-growth environment
• Strong organizational, time management, and follow-up skills with a high sense of urgency and attention to detail
• Excellent written and verbal communication skills; ability to communicate effectively with diverse stakeholders
• Strong analytical and problem-solving skills with the ability to quickly learn and apply new processes, systems, and software
• Process-oriented, proactive, and self-directed with the ability to take initiative and think both strategically and tactically
• Ability to work effectively both independently and collaboratively in a team environment
• Demonstrated professionalism, flexibility, and sound judgment when handling highly sensitive and confidential information
• Strong customer service orientation with the ability to balance service excellence and compliance requirements
• Knowledge of payroll functions and working knowledge of applicable Federal, California, and out-of-state labor laws
• Proficiency with productivity and collaboration tools, including Microsoft Office (Outlook, Word, Excel, PowerPoint, OneNote) and Google Workspace (Drive, Docs, Sheets, Slides); ability to learn HRIS/payroll systems such as UKG
• Demonstrated commitment to organizational values, policies, confidentiality standards, and ethical conduct
• Ability to perform other related duties as assigned

• Associate’s degree (AA) preferred
• American Payroll Association (APA) certification is desired but not required.
  
  

1. Experience required:

• Minimum of five (5) years of payroll experience in a fast-paced, high-volume environment
• Experience administering payroll through UKG or similar HRIS/payroll systems
• Experience in CalSTRS/CalPERS/403b platforms
• Proficiency in Microsoft Office applications, including Excel and Word
• Proficiency in Google Workspace, including Google Sheets
• Experience in, or strong interest in, K-12 public education

1. Physical requirements: 

• Stand, walk, or bend over, kneel, crouch, reach overhead, grasp, push, and pull. Move, lift, and/or carry up to 30 pounds to shoulder height
• Repetitive use of hands (i.e., fine manipulation, simple grasping, and power grasping)
• Demonstrate normal depth perception
• Sitting, walking, or standing for extended periods of time
• Dexterity of hands and fingers to operate a computer keyboard, operate standard office equipment, and use a telephone
• See and read a computer screen and printed matter with or without vision aids
• Hear and understand speech at normal levels and on the telephone with or without auditory aids

1. Work authorization requirements: 

• Clear the Department of Justice background screening
• Authorized to work in the United States
• Provide health (TB) clearance (renewal every four years)