Human Resources Payroll Coordinator

STO ROX School District offers an onsite opportunity in Mc Kees Rocks, PA for a Human Resources Payroll Coordinator. This role focuses on HR operations, onboarding, and payroll and benefits administration, working in close partnership with the Superintendent and Business Manager. The position provides a comprehensive benefits package and a collaborative environment dedicated to supporting staff, students, and district operations.

Benefits

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Responsibilities

• Under the direction of the Superintendent or designee, lead the day to day integration of HR functions and ensure the flow of information to payroll and for benefits administration.
• Oversee recruitment coordination, initial onboarding, and maintenance of employee personnel records.
• Interpret and apply policies and procedures in collaboration with the Business Manager.
• Prioritize customer service for internal and external constituents.
• Partner with the Superintendent and Business Manager to provide training, supervision, and processing of state and federal reports.
• Maintain confidentiality, uphold good attendance, and collaborate cooperatively with supervisors and staff.
• Answer the office phone courteously and assist callers.
• Fulfill administrative and secretarial functions for the Administration Office including filing, typing, copying, correspondence, mailings, press releases, scheduling, data gathering, and communicating with schools, agencies, staff, students and parents.
• Act as Administration receptionist, greet visitors professionally, and maintain a professional atmosphere.
• Maintain board policies through PSBA on BoardDocs.
• Update and maintain permanent personnel files for current and inactive employees including certifications, clearances, formal communications and other records as directed.
• Create and manage teacher accounts in PA-ETEP for all professionals.
• Act as certifying officer to manage emergency certifications and level 2 certifications before forwarding to the Superintendent for final approval and PDE-TIMS submission.
• Enter Act 48 hours after all professional development sessions and maintain district records via PDE-PERMS.
• Complete Act 168 employment forms for former employees.
• Update PDE-Edna as needed and complete yearly PDE-SUITES reports for Driver Ed.
• Maintain and monitor open job vacancies and post them internally and externally while reviewing applicants with administrators to fill positions.
• Update and maintain information for Mentors and Inductees in Prosoft and personnel files.
• Complete teacher loan reimbursement and employee verification forms for the Superintendent’s signature.
• Complete employment verifications and submit substitute approvals through Kelly Services.
• Maintain complete and accurate employee records in HR and payroll systems.
• Manage driver’s license collection, verification, and record retention for employees authorized to operate district vehicles; coordinate required driver record checks and maintain compliance documentation.
• Track and maintain professional certifications, licenses, clearances, and employment compliance records; provide data for PIMS and other state reporting.
• Process onboarding for new hires including entry into the payroll system, I-9 verification, and benefits enrollment.
• Process employee status changes including transfers, resignations, retirements, and terminations.
• Maintain confidentiality of all personnel and payroll information and maintain knowledge of CBAs and employment agreements.
• Ensure payroll and benefits are administered in accordance with salary schedules, benefits provisions, and leave provisions; implement contract changes as agreements update.
• Administer employee benefit programs including health, dental, vision, life insurance, income protection coordination, FSA, Section 125 plans, 403(b) plans, and other voluntary deductions; coordinate annual open enrollment and changes due to life events; enroll new employees.
• Reconcile monthly benefits invoices and prepare ACH payment files for benefit providers; serve as district liaison to ACSHIC and stay current on plan changes and compliance.
• Prepare and submit monthly work reports and demographic and contract updates; ensure required member and employer contributions are submitted on time; reconcile PSERS reports and contributions data.
• Track and administer all types of leave including FMLA, sabbaticals, income protection and disability leaves, and unpaid leaves; issue required leave communications and documentation.
• Monitor staff absences and attendance in AESOP; prepare attendance letters for Superintendent’s signature and maintain accurate leave balances.
• Handle Worker’s Compensation documentation and maintain an audit trail for payroll transactions.
• Coordinate COBRA administration through the third party, AMCA Systems, ensuring timely notices and coverage transitions.
• Process payroll for full time, part time, substitutes, and extra duty assignments; manage supplemental contracts and stipends; ensure payroll aligns with CBAs and district policies.
• Process child support payments and maintain payroll records including pay history, salary schedules, longevity and seniority tracking; verify salary placement and reconcile payroll to general ledger and payroll bank accounts.
• Prepare tax forms (W-2, W-3, 1094-C, 1095-C, Form 940, Form 941, UC reports, PA withholding, LST filings) and ensure timely tax payments and compliance.
• Maintain a polite and courteous attitude toward students, teachers, administrators, parents and visitors; utilize technology to complete daily tasks; perform other duties as directed by the Superintendent.
• Serve as Right to Know Officer and uphold district policies and procedures.
• Other duties as directed by the Superintendent.

Requirements

• Current clearances as required by law.
• Minimum of a high school diploma.
• Additional college-level coursework in Business Administration, Human Resources, or related field desirable.
• Three or more years of comprehensive HR management experience, preferably in a school district or county office of education handling both classified and certificated staff.
• Knowledge of computer applications including Google Suites, Microsoft Office Suite and Oracle.

Technology and Systems

• Google Suites
• Microsoft Office Suite
• Oracle
• BoardDocs
• PA-ETEP
• PDE-TIMS
• PDE-PERMS
• PDE-Edna
• PDE-SUITES
• Prosoft
• AESOP
• AMCA Systems
• EFTPS