Payroll Specialist

Under the general direction of the Business Manager, Supervisor of Payroll, or Chief Financial Officer, the Payroll Specialist processes all phases of payroll, responds to complex and unusual payroll problems and computational questions, ensures compliance with mandated requirements, and maintains confidential employee records.

The incumbents in this classification provide the school community with payroll services, which directly support student learning and achievement.

The following alphabetical list of functions, duties, and tasks is typical for this classification.

Incumbents may not perform all of the listed duties and/or may be required to perform other closely related or department-specific functions, duties, and tasks from those set forth below to address business needs and changing business practices.

• Assists auditors by providing supporting documentation and/or information.
• Assists with preparing reports (e.g., state labor reports, benefit, gross to net calculations) to provide written support and/or convey information.
• Compiles payroll information related to work assignments to provide required documentation and/or process information.
• Distributes payroll and other documents (e.g., sub-tracking, new/change forms, flyers).
• Informs other staff and/or outside parties regarding procedural requirements to process transactions.
• Maintains a variety of payroll information, files, and records to ensure the availability of documentation and compliance with established policies and regulatory guidelines.
• Monitors assigned payroll activities and/or components (e.g., leave time, work location) to ensure compliance with established financial, legal, and/or administrative requirements.
• Participates in unit meetings, in-service training, and workshops.
• Prepares written materials and electronic payroll information to document activities, provide references, convey information, and comply with established financial, legal, and/or administrative requirements.
• Processes payroll-related data (e.g., timesheets, withholding information) to update information, authorize timely payment, and/or comply with established payroll practices.
• Reconciles payroll account balances to maintain accurate account balances and comply with established guidelines.
• Researches and resolves discrepancies in payroll and/or benefit information and/or documentation (e.g., timesheets, leave time, benefit provider/s, withholding, and salary status) to ensure the accuracy of records, employee payments, and adherence to procedures prior to processing.
• Responds to inquiries regarding payroll procedures (e.g., wage levies and garnishments, savings, contributions, direct deposits) to provide necessary information for making decisions, assist employees, take appropriate action, and/or comply with established fiscal guidelines.
• Performs other related duties as assigned to ensure the efficient and effective functioning of the work unit and the District, including various mandatory district trainings.

KNOWLEDGE, SKILLS, AND ABILITIES

(At time of application)

Knowledge of:

• Accounting and bookkeeping principles and practices
• Basic math, including calculations using fractions, percentages, and/or ratios
• English usage, grammar, punctuation, and spelling
• Relevant software applications, including advanced spreadsheet applications
• Codes/laws/rules/regulations/policies related to accounting and payroll
• Personnel processes and practices

Skills and Abilities to:

• Apply district, state, and federal policies and regulations
  
  
• Read and understand complex, multi-step written and oral instructions
  
  
• Gather, collate, classify and/or analyze data
• Prepare and maintain written reports and accurate records
  
  
• Work with a wide diversity of individuals and diverse groups in a variety of circumstances
  
  
• Present information orally and in writing to others
• Problem solve with data and situations, identifying issues and creating action plans
  
  
• Meet deadlines and schedules and set priorities
  
  
• Work as part of a team
  
  
• Maintain confidentiality
  
  
• Show attention to detail
  
  
• Provide quality customer service
• Develop and maintain effective work relationships

RESPONSIBILITY:

Responsibilities include working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; and tracking budget expenditures.

Utilization of some resources from other work units is often required to perform the job's functions.

There is a continual opportunity to have some impact on the organization's services

(At time of application and in addition to the Knowledge, Skills, and Abilities listed above.)

EDUCATION REQUIRED:

High School diploma or equivalency.

EXPERIENCE REQUIRED:

Three (3) years of increasing responsibility in payroll, accounting, bookkeeping, or other areas as appropriate.

Equivalency - Twelve (12) units in college-level study in business administration, accounting, bookkeeping, and related fields, which require computer applications from an accredited college or university, can be substituted for one year of experience.

LICENSE(S) REQUIRED:

• None required

CERTIFICATIONS AND TESTING REQUIRED:

• Pass the District's applicable proficiency exam for the job class with a satisfactory score
• After an offer of employment, obtain the following:
  • Criminal Justice and FBI Fingerprint Clearance
  • Negative TB test result plus periodic post-employment retest as required (currently every four years)
  • Pre-employment physical exam A through the District's provider

SALARY SCHEDULE:

Classified Salary Range: 38

Work Calendar: 261 Days

Work Hours: 8:00 am - 5:00 pm (8 hours/day)

Work Location: District Office - Fiscal Services Department

*Materials Required:*

1. Completed application

2. Resume

3. Proof of High School Diploma or Equivalency or higher degree earned (copy of official transcript OR copy of diploma is acceptable)

*PC RULES 5.2.1.2 -5.2.1.2 - In-house employees will have first consideration for the position. If sufficient candidates are not available to complete the three ranks, the Personnel Commission will move to include outside candidates.

The examination process will include screening to ensure applications are complete and meet all minimum qualifications. No additional information will be accepted from applicants once the application has been submitted. Only the most qualified applicants who pass the minimum qualifications review will be invited to the examination process.

The examination process will include a competency assessment (100% weight). Those candidates achieving a passing overall score of 70% out of 100% on the assessment will be placed on the Eligibility List. The Eligibility List is valid for one (1) year from the certified date. The top three (3) ranks will be forwarded to the Hiring Authority for final interview and selection. This Eligibility list will be used to fill future Payroll Specialist vacancies.

INITIAL TESTING TENTATIVELY SCHEDULED AS FOLLOWS:

COMPETENCY ASSESSMENT: JULY 10, 2026

PASSING THE EXAMINATION AND BEING PLACED ON THE ELIGIBILITY LIST DOES NOT GUARANTEE AN OFFER OF EMPLOYMENT

To move forward in the selection process, you must complete an online application through this website. Resumes may be uploaded, but cannot be used in place of a completed application.

SUBMISSION OF APPLICATION: ONCE YOU HAVE SUBMITTED YOUR APPLICATION, YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.

When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information of your supervisors. The experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.

All required documents must be submitted by the applicant. Personnel Commission staff will not upload your documents for you. The examination process/examination date is subject to change as needs dictate. All communication regarding this process will be delivered via email to the email address listed on your application.

If you have any questions regarding the recruitment process, please contact Personnel Specialist Alejandra Venegas-Chaves at (559) 675-4500 Ext 294 or email alejandravenegaschav@maderausd.org.

ACCOMMODATIONS: Individuals with disabilities requiring reasonable accommodation in the selection process must inform the Madera Unified School District Personnel Commission Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request, including an explanation as to the type and extent of accommodation needed to participate in the selection process.

The Governing Board desires to provide a positive work environment where employees and job applicants are assured of equal access and opportunities and are free from harassment in accordance with the law. The Board prohibits district employees from discriminating against or harassing any other district employees and job applicant on the basis of the person's actual or perceived race, religious creed, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, gender identity, gender expression, sex, or sexual orientation. The following person is designated as the Title IX Coordinator:

Prince Marshall

Executive Director of Student and Family Support Services

1820 Howard Road, Madera, CA 93637

559-416-5826

Closing Date/Time: Mon, 06 Jul 2026

Madera Unified School District - Personnel Commission

(559) 675-4500 Ext. 295 Show more