Posting Timeline
PPS strongly encourages and recommends everyone who is able, to be vaccinated and remain current on the COVID-19 vaccine.
This job is open until filled. Applications will be reviewed as received. Portland Public Schools reserves the right to make a hiring decision at any point during the posting period.
This is a temporary position that is expected to end in December 2025.
Position Details
Portland Public Schools (PPS) is seeking talented people from diverse backgrounds and experiences to lead change and inspire PPS students. At PPS, every employee, despite having different roles, is an educator. We hope to attract talented educators who model the core PPS Educator Essentials. With the District's focus on eliminating systemic racism and its adverse impact on student learning, we seek to hire individuals who bring to our district a deep commitment to racial equity and social justice. To learn more about Portland Public Schools, please visit the District website.
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BASIC FUNCTION:
Under general supervision, organize and process District-wide payroll accurately and in a timely manner; assist in the development and monitoring of payroll processes, procedures and workflow; maintain records and prepare reports; apply knowledge of relevant district policies, federal and state rules and regulations and bargaining unit contracts in processing payroll transactions.
REPRESENTATIVE DUTIES:
- Review and manage employee payroll setup to ensure accuracy of all types of pay, taxes, general deductions, and benefit deductions and accounting of leave balances; setup, maintain, audit, and communicate contract pay calculations for contract employees.
- Prepare regular and supplemental payrolls for all bargaining groups, calculating all monthly pay adjustments and deductions, including those for retirement, union dues, withholding taxes and garnishments.
- Ensure payroll timelines are met; maintain payroll controls; ensure proper procedures, policies, rules and regulations are applied to payroll activities; review payrolls to assure compliance with federal, state, and district rules, regulations and policies and collective bargaining agreements.
- Serve as an internal resource to district administration and staff in communicating payroll information; interpret and explain payroll policies to employees and provide them with information concerning their pay assignments and deductions.
- Determine employee eligibility for Oregon PERS, providing timely and accurate reporting of PERS data files; ensure conformance with department procedures for processing the data necessary for correct PERS reporting; respond to reports of anomalies or exceptions between PPS and PERS databases; research issues presented by PERS or employees on individual employee accounts.
- Complete weekly or monthly payroll process including generating and submitting ACH file for direct deposit payments; prepare and run reports and queries using a variety of software applications, such as PeopleSoft, MS Office Suite and other software.
- Prepare and complete a variety of reports and forms such as state and federal wage & hour surveys, Oregon PERS, and other regulatory and compliance agency requests for information.
- Provide training and assist district staff in processing payroll information; train and assist employees in the use of the Time and Attendance, Webclock and other payroll systems, which includes the reporting of their work and leave time.
- Participate in activities connected with the maintenance of the automated payroll system; test and troubleshoot Payroll/HRIS software issues; report unresolved issues for further handling.
- Demonstrate a commitment to the Portland Public Schools Equity Initiative by developing a thorough knowledge and application of the district Racial Educational Equity Policy. Participate in staff development, in-services and trainings related to diversity, equity and inclusion in the workplace and in K - 12 education; model appropriate behaviors; develop, recommend and implement improvements to business practices with awareness and understanding of their impact in a racially and culturally diverse community.
- Operate a variety of office equipment, computer and peripheral equipment to record information and generate lists, reports and other materials; utilize a variety of word processing, database, presentation, webpage, spreadsheet, internet, intranet and other software.
- May attend and participate in a variety of in-service trainings and meetings.
- Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
Knowledge of:
- Payroll reporting systems, local, state and federal guidelines and laws.
- Spreadsheet, database, and word processing software, such as Access, Excel or similar software.
- Fiscal practices and procedures.
- Financial record keeping.
- PeopleSoft payroll, or other major payroll, software applications.
- Mathematical concepts, applications and calculations.
- Technical aspects of payroll transactions including tax computations.
- Computer software applications including spreadsheets.
- Garnishment and workers' compensation regulations.
- Office equipment, technologies and software.
Ability to:
- Learn district payroll rules and regulations, school district organization, operations and objectives.
- Demonstrate understanding and compliance with PPS policies, procedures and applicable rules, regulations and laws.
- Learn and implement Portland Public School's Racial Equity Policy and other policies.
- Learn and implement provisions of the District bargaining unit contracts as they apply to compensation and leave benefits.
- Manage workflow and perform multiple complex and responsible activities simultaneously with constantly changing priorities and deadlines.
- Perform manual mathematical calculations in the contract audit confirmation process.
- Ensure that a smooth workflow is maintained between departments.
- Demonstrate a strong customer service orientation..
- Maintain confidentiality and demonstrate discretion, initiative and good judgment.
- Assure efficient and timely completion of projects and activities.
- Establish and maintain cooperative and effective working relationships with others.
- Interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
- Exercise confidentiality, tact, diplomacy, and independent judgment in the performance of duties.
- Learn and use a variety of software programs, such as Microsoft Office Suite, PeopleSoft, and other programs.
DISTINGUISHING CHARACTERISTIC OF THE CLASS:
The Senior Specialist - Payroll processes the day-to-day payroll transactions of a complex and high volume District payroll operation. Employees assure that time lines are met for every payroll period, that the work meets mandated standards and is accurate. This assignment applies a comprehensive knowledge of the laws and regulations and District practices on payroll requirements. Employees in this classification are also knowledgeable of computerized payroll systems for the purpose of inputting and extracting data. The Senior Specialist - Payroll is required to maintain the security and confidentiality of sensitive payroll information and must demonstrate strong professional and interpersonal skills in contacts with district employees.
EDUCATION AND EXPERIENCE:
An Associate's degree in Business, Finance, or related field from an accredited college or university is required.
A minimum of four (4) or more years of experience processing Payroll or in an Accounting function is required. Payroll experience in a large, complex, multi-location organization and/or a unionized environment is preferred. Experience working with the State of Oregon PERS system is preferred.
A Bachelor's degree in Accounting, Finance, or related field will substitute for two (2) years of the required experience.
Any other combination of education and experience that would likely provide the required knowledge and abilities may be considered.
SPECIAL REQUIREMENTS:
Employees in this classification may be required to obtain certification as a Certified Payroll Professional or Fundamental Payroll Certification.
WORKING CONDITIONS:
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Persons with certain disabilities may be capable of performing the essential duties of this class with or without reasonable accommodation, depending on the nature of the disability.
Work Environment: Work is performed primarily in a standard office environment with frequent interruptions.
Hazards: Potential conflict situations.
Physical Demands: Primary functions require sufficient physical ability and mobility to work in an office setting; dexterity of hands and fingers to operate a computer keyboard and other office equipment; sitting or standing for extended periods of time; kneeling, bending at the waist, reaching overhead, above the shoulders and horizontally to retrieve and store files and supplies; lifting, pushing, pulling and carrying office equipment, supplies and materials weighing up to 25 pounds; repetitive hand movement and fine coordination to use a computer keyboard; hearing and speaking to exchange information in person or on the telephone; seeing to read, prepare and assure the accuracy of documents.
Remote Work Eligibility: This position is hybrid (both on-site and remote work is expected)
CLASSIFICATION AND SALARY:
This position is classified as Payroll Specialist III, Pay Grade 22 on the Non-Represented, Confidential, Professional and Management Employees salary schedule FLSA Non-Exempt.
Salary Range: $71,380 - $85,232
FTE: 1.0 (40 hours/week)
Work Year: 260
Regular/Temporary: Temporary
Benefits Information
Portland Public Schools (PPS) offers several competitive and comprehensive benefit packages to employees. Fringe benefits include medical, dental, vision, prescription, life and disability insurance, employee assistance program, 403(b) retirement savings plan and various leave and professional development programs. Depending on the insurance option selected by the employee, there may be an employee contribution toward insurance.
Portland Public Schools is a public employer and participates in the Public Employees Retirement System (PERS/OPSRP). Eligible employees are required by statute to contribute 6% of salary on a pre-tax basis to OPSRP/IAP, after serving six months under a PERS employer.
For more information about additional benefits or compensation options by employee group, please visit our website at: https://www.pps.net/Page/1635