Payroll Specialist

*POSITION OPEN UNTIL FILLED*
1st Review: 01/04/2020

GENERAL DESCRIPTION OF POSITION

Performs intermediate level work involving various complex payroll and accounting functions. Interprets and applies City policies and procedures as well as federal and state regulations throughout the payroll process.
 
SUPERVISION RECEIVED
 
Works under the general supervision of the Finance Administrator.
 
SUPERVISION EXERCISED
 
None.   

• Graduation from a high school or GED equivalent with specialized course work in accounting, payroll, or finance.
• Two (2) years of increasingly responsible payroll experience with prior financial and/or payroll system software (MUNIS knowledge preferred). 
• Governmental accounting, and/or payroll processing experience preferred. 
• Any combination of experience and training which demonstrates the knowledge and experience to perform the work.

• Processes the City's payroll using FLSA (Fair Labor Standards Act) guidelines in accordance with the City's policies and procedures as well as federal and state regulations.
• Responsible for keeping apprised of federal and state rule/regulation changes and applying such changes in practice.
• Keeps supervisor informed of payroll changes, process modifications, and potential payroll issues that may require escalation. 
• Reviews timesheets from all departments to ensure accuracy, completeness, and authorization.  Imports data into the payroll system, calculates and submits payroll, and reviews reports to detect errors.
• Reviews personnel actions and benefit adjustments to ensure accuracy and compliance.
• Determines payroll liabilities by calculating employee and employer federal, state and social security taxes, and retirement system contributions.
• Assists in the timely reconciliation and payment of payroll liabilities to include:  reviewing payroll withholdings for accuracy, compiling reports for internal and external use, preparing vendor payments, and providing updated payroll vendor information to finance staff.
• Calculates wage assignments including garnishments, child support deductions, tax levies, etc.  Responds to City staff as well as external inquiries regarding wage assignment issues. 
• Investigates and corrects payroll discrepancies and errors.
• Oversees the maintenance of the payroll information systems.  Makes changes to the database with regards to various system codes, garnishments, federal and state tax levies, child support and alimony deductions, salary changes, tax rate tables, and other modifications as needed. 
• Processes termination checks in compliance with various governmental guidelines and pension plans.  Processes manual paychecks as necessary.
• Develops, manages, and maintains comprehensive payroll records.
• Assists in quarterly and annual reporting including (but not limited to) the annual preparation and distribution of W-2 forms, the 941 quarterly reporting process, etc.
• Maintains various forms and documents contained within the Employee Self-Serve program.
• Performs various account reconciliations.
• Provides routine and ad hoc reports such as vacation and sick leave balances, W-2 reporting, payroll tax returns, accruals, earnings statements, and general deductions.
• Troubleshoots and problem-solves computerized payroll systems.  Evaluates and makes recommendations for system modifications. 
• Maintains payroll processing and procedures manual.  Makes recommendations on new procedures.  Implements and coordinates payroll system changes with other departments.
• Provides training to employees throughout the City's departments.
• Maintains employee confidence and protects payroll operations by keeping information confidential. 
• Conducts research and gathers information from multiple sources for department projects.
• Communicates and acts in a professional manner with the public, co-workers, and work contacts.
• Performs all work duties and activities in accordance with City policies and procedures; follows safety policies and practices, works in a safe manner, and reports unsafe activity and conditions
• May be required to work early mornings, evenings, holidays or weekends as needed. Regular attendance is an essential function of this job to ensure continuity.

• Serves as a back-up to related positions.
• Assists in processing cash receipts as needed.
• Assists in balancing petty cash funds.
• Provides clerical support to other finance staff as required.
• Provides auditors with requested documentation and various reports.
• Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
• May serve on a variety of employee committees.
• Performs other duties as required.
• Performs special assignments as requested.

Necessary Knowledge, Skills and Abilities:
 
Knowledge:  Working knowledge of computers and electronic data processing; Modern office practices and procedures; Basic bookkeeping and basic fund accounting; Principles and procedures of payroll and accounts payable; Applicable local, state and federal laws and regulations relating to payroll administration; Federal and state recordkeeping requirements; Tax returns and related forms; Customer service procedures and techniques; and cash handling processes.   
 
Skills:  Skill in operating listed tools and equipment; Proficient in Excel and Word; Strong problem solving skills.  Reading and interpreting data, manuals and specifications; Troubleshooting problems; Providing customer service; Utilizing a computer and relevant software applications; Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.
 
Abilities:  Ability to perform arithmetic computations accurately and quickly; Analyze financial data, reconcile accounts and prepare reports; Interpret payroll procedures in accordance with GAAP; Prepare and maintain accurate and complete confidential records and reports; Communicate effectively verbally and in writing; Establish successful working relationships; Work under pressure and/or frequent interruptions; Demonstrate ability to maintain a high degree of organization, prioritization, coordination, and communication, with attention to detail and accuracy; Work independently and to complete daily activities according to work schedule.   Participate in teamwork productively; Establish and maintain effective and accurate records and filing systems; Interpret rules, regulations, and policies and make decisions based upon them; Maintain confidentiality of information; Complete activities according to work schedule.

WORK ENVIRONMENT
 
The work environment characteristics attached to the job description are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  
 
DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel in this position.  This job description is subject to change as the needs and requirements of the position changes. 

Salary : $18 - $21