Payroll Director

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Position Summary

Charter School Success’ (CSS) mission is to “Help Charter Leaders Succeed”. We do that through providing Business Office Support Services in the areas of Finance, HR, Federal Grants, and PEIMS, as well as offering various training platforms. We operate with compliance as our main outcome objective, doing so while providing unmatched customer service. The Payroll Director is the managing superpower behind our payroll business office services. They are responsible for overseeing and training our Payroll Managers directly, who leads the team that is responsible for processing all payrolls for multiple Texas Charter Schools in line with the FASRG guidance, Fair Labor Standards Act, Texas Education Association, and Federal Regulations. The Payroll Director is responsible for managing all client payrolls along with their team of Managers, including the highest level of oversight for all payroll services, and coordination of financial, federal fund and human resource services in partnership with all CSS Directors. All CSS teams members are responsible for the client’s satisfaction with the Charter School Success and are each charged with making sure the client’s needs are continually met on a timely basis. 

Essential Duties and Responsibilities

Essential Duties and Responsibilities

Payroll service oversight includes, but is not limited to, responsibility of the following facets of a client’s payroll departments operations:

Ongoing Processes

  • Provide overall supervision, training, and evaluation of all payroll staff
  • Oversee the day-to-day operations of the payroll department
  • Weekly progress meetings with Payroll Managers to ensure client and CSS expectation
  •  Bi-Weekly meetings with Finance Directors
  •  Develop and maintain a detailed payroll department procedures manual
  • Coordinate the processing of monthly, quarterly, annual reporting. (EFTPS, 941, W-2, WC, TWC)
  • Maintain familiarity and expertise in the current Accounting Information System
  • Maintain a current knowledge of federal and state payroll reporting requirements
  • Assist any departments in any research pertaining to payroll
  • Weekly calls with administration of CSS clients to discuss any outstanding topics, general questions, upcoming projects

Client Liaison

  •  Make certain that deadlines are met per clients’ schedules and expectations
  • Review approved client schedules and direct communication
  • Consult with clients on special projects
  • Serve as main contact for client’s payroll questions and answering or assigning the task to make sure the client’s needs are met in a timely fashion
  • Respond to clients on all complex client requests, calculations, or discussions

Client Onboarding

  • Collaborate with new payroll clients for onboarding and training to ensure an understanding of Charter School Success procedures, policies, and systems
  • Be the leading contact of onboarding process with new payroll clients
  • Be essential part of the internal onboarding CSS team to meet and determine timelines and implementation of payroll processes for the new client
  • Perform follow up meetings to ensure client is happy and policies and procedures are running smoothly between CSS and the client

Monthly Processing

  • Monitor the checklist and calendar to ensure the timely and accurate completion of the payroll process
  • Monitor the completion of all related federal and state reports and payments
  • Monitor the payroll budget each month and alert the Finance Director of payroll budget issues
  • Final Reviewer and approver for payroll runs

Internal Trainer to CSS Team

  • Supervise all staff assigned to the payroll department
  • Recommends the appointment of personnel for internal promotions
  • Coordinate and provide any required or suggested staff training
  • Perform employee observations and evaluations and work with employees to correct deficiencies
  • Recommend and assist staff to attend staff development activities and trainings

Budget Processing

  • Work in Partnership with the clients directly to be the lead for all payroll budgeting processes
  • Assist program managers and grants accounting staff in preparing, reviewing, and adjusting payroll budgets to comply with grand awards
  • Work with Finance Directors to develop the payroll budget timely to be included in the client total budget to be presented to the board
  • Interface with the Human Resource Department on all personnel issues including PARS, duty calendars and offer letters

Year End Closing & PEIMS, Audit Preparation Processing

  • Prepare and submit interim and year end audit requests
  • Oversee and review payroll PEIMS data elements and assist with payroll errors and submissions

As Needed

  • Participate in staff development classes to increase knowledge and expertise in payroll to better serve CSS and the payroll clients
  • Perform other duties as needed or assigned by supervisors

Knowledge, Skills, and Abilities

Knowledge, Skills, and Abilities 

  • Minimum of 5 years related experience 
  • Strong attention to detail 
  • Strong analytical and problem-solving skills 
  • A can-do, team-oriented personality 
  • Exceptional customer service skills 
  • Superior written and verbal communication skills 
  • Effective time-management and task-management skills 
  • Fluency in spreadsheet creation and analysis 
  • Ability to work remotely, independently (from home) 
  • Ability to travel for a multiple-day team meeting in Texas, at least quarterly 
  • Access to a phone, computer, scanner, printer, and other basic office equipment for business purposes at home office 
  • Stable, high-speed internet access 

Accountability and Classification

Accountability and Classification

  • In performing the above duties, the Payroll Director is to follow and conform to all of Charter School Success’ policies and procedures. Timeliness is paramount and deadlines imposed by CSS, the client,
  • Texas Education Agency, Federal agencies and other governing organizations are to be met. It is also imperative that the Payroll Director establish and maintain good relationships with their clients and to exceed the client’s expectation whenever possible, as customer service is at the core of the service we provide.
  • This position reports to the COO and CFO.
  •  This position is classified as full-time, exempt. Compensation is commensurate with experience, starting at $65,000 annually.