Payroll & Benefits Specialist

Woburn Public Schools

Payroll & Benefits Specialist

Position Overview

The Payroll & Benefits Specialist is primarily responsible for administering and coordinating the employee benefit programs for Woburn Public Schools and serving as the designated backup to the Payroll Coordinator. This position oversees benefit enrollments, eligibility, deductions, billing, and employee inquiries while ensuring accurate records and timely processing.

The specialist works collaboratively with the Payroll Coordinator, Director of Finance & Operations, Human Resources Department, City personnel, and benefit providers.

Work Schedule

This is a full-time, twelve-month position. Regular working hours are Monday through Friday, 8:00 AM–4:00 PM. Flexibility may be required to meet payroll deadlines and other operational needs.

Salary

Commensurate with experience, with an anticipated annual salary of approximately $65,000 - $75,000.

Qualifications and Experience

• Strong organizational skills, accuracy, and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality when handling sensitive employee and financial information.
• Ability to work independently and collaboratively with employees, administrators, and outside agencies.
• Experience in benefits administration, payroll, bookkeeping, or related administrative work preferred.
• Knowledge of benefit eligibility, enrollment procedures, payroll deductions, and invoice reconciliation preferred.
• Familiarity with collective bargaining agreements and public-sector payroll practices preferred.

Technical Knowledge

The following knowledge is preferred; training may be available for qualified candidates:

• MUNIS Financial and Payroll Software
• Microsoft Office, particularly Excel
• Google Workspace (Sheets, Docs, Drive)
• Frontline Absence Management
• PowerSchool TalentEd
• Massachusetts Teachers’ Retirement System (MTRS)
• City of Woburn Retirement System
• Federal and Massachusetts payroll, withholding, and employee benefits requirements

Essential Responsibilities

Benefits Administration and Oversight (Primary Responsibility)

• Oversee the day-to-day administration of district-sponsored benefits, including health, dental, retirement-related, and voluntary benefit programs.
• Serve as the primary contact for employee benefit questions regarding eligibility, enrollment, coverage, deductions, and changes.
• Process new enrollments, qualifying life event changes, and benefit terminations, ensuring required documentation is complete and submitted on time.
• Review employee benefit eligibility in accordance with district policies and established guidelines; refer exceptions and policy questions to the appropriate administrator.
• Maintain accurate employee benefit records in applicable systems and portals.
• Monitor payroll deductions and reconcile monthly benefit invoices against enrollment records, researching and resolving discrepancies.
• Coordinate with the City of Woburn, insurance carriers, retirement systems, and benefit providers regarding enrollments, billing, and coverage issues.
• Coordinate annual open enrollment, including employee communications, enrollment materials, and tracking required submissions.
• Maintain confidential benefit records and documentation for reporting, audits, and compliance.

Payroll Backup and Processing Support (Secondary Responsibility)

• Serve as the designated backup to the Payroll Coordinator, maintaining the knowledge and skills necessary to independently process payroll during the Coordinator's absence.
• Assist with biweekly and miscellaneous payroll processing, adjustments, and related duties as assigned.
• Maintain working knowledge of MUNIS payroll functions, including employee, position, salary, and deduction records.
• Assist with entering employee changes, including new hires, transfers, salary adjustments, leaves, and separations.
• Review and process timesheets, overtime, stipends, additional compensation, and other special payments as assigned.
• Assist with payroll reconciliations, identifying discrepancies, and resolving payroll-related issues.
• Assist with retirement contribution reporting and documentation, including coordination with applicable retirement systems.
• Coordinate the processing of required employment and payroll documents, including tax forms, retirement paperwork, benefit applications, and voluntary deduction authorizations.

Additional Responsibilities

Perform other related duties as assigned by the Superintendent of Schools, Director of Finance & Operations, or Director of Human Resources.

At the Woburn Public Schools, we are committed to cultivating an environment where diverse perspectives and backgrounds are embraced, acknowledging that a team reflecting diversity of race, color, ancestry, national origin, religion, age, gender, marital/domestic partner status,sexual orientation, gender identity, disability status, and veteran status allows us to serve our

communities better. To that end, Woburn Public Schools continues to be an Equal Opportunity Employer and a district member of Mass Partnership for Diversity in Education.