Payroll Supervisor

 
DEFINITION
To manage and supervise the organization’s daily payroll  operations and ensure that payrolls are processed for all employees in a timely, accurate, and efficient manner; to supervise  the payroll specialist: to oversee payroll, benefits and retirement processing and reporting in accordance with regulations, policies, and union labor agreements: to provide customer service to internal and external customers, and ensure compliance with applicable federal and state laws; to oversee implementation and updates to existing payroll systems.
 
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned management staff.
Provides supervision over assigned staff.Essential Functions:

1. Manage City’s bi-weekly timekeeping and payroll processes; responsible for overall service delivery, accuracy, including accurate paychecks, leave accruals, retirement and benefits deductions and contributions; research discrepancies of payroll information and/or documentation to ensure accuracy and adherence to procedures prior to processing. 
2. Supervise, train, direct and appraise assigned staff.
3. Provide customer service for departments, vendors, and outside agencies within area of assignment; support management and staff by providing payroll-related reports; provide technical information and instruction regarding payroll procedures and methods to City staff; interpret and explain payroll rules and regulations; answer question and resolve problems or complaints.
4. Evaluate sustainability, effectiveness, internal controls, and equitable results of policies, procedures and payroll systems; make recommendations for change.
5. Evaluate, prepare for an implement payroll and benefit changes as a result of represented bargaining unit contractual changes and employee policy changes.  
6. Prepare and audit changes for payment of various group insurance premiums, including medical, dental, vision and life insurances; reconcile invoices; ensure accurate and timely transmittal of retirement contributions.    
7. Prepare, compute and produce payroll and benefits reports, including quarterly and annual Federal and State tax obligations and deposits. 
8. Process a variety of payroll related actions including wage garnishments, child support deductions, varying types of premium pay, a variety of benefit deductions and tax withholding. 
9. Prepare and distribute W-2 forms. 
10. Manage year-end payroll process and updates, including information and reporting to other government agencies. 
11. Contribute to an effective Human Resources/Payroll partnership; participate in regular Human Resources – Payroll meeting to exchange information and discuss changes and issues. 
12. Coordinate with IT division to evaluate and implement new payroll and timekeeping system functionality, upgrades, and applications; implementation of payroll system changes and processes to support changes in labor agreements, laws, and City policy.

Knowledge of: 
Principles and practices of payroll and benefits administration. 
Understand, interpret, apply, and explain complex contracts, rules, regulations, policies and procedures.
Reporting requirements for payroll taxes and benefits.
Pay, hour, taxes, benefit and leave laws and regulations applicable to Washington municipalities.
FLSA rules and overtime calculations.
Principles and practices of governmental accounting.
Benefit liabilities and payment obligations.
General ledger account structure.
Methods and techniques of customer service.
Research methods and data analysis.
Principles and procedures of financial record keeping and reporting.
Mathematical principles.
Automated payroll/financial systems.
Pertinent Federal, State and local laws and regulations.
 
Ability to:
Participate and work effectively in an organization committed to advancing principles and practices of equity and anti-racism.
Manage and supervise direct reports. 
Provide exceptional customer service. Respond to requests and inquiries from internal and external customers.
Perform accounting and payroll functions.
Organize, make decisions and follow through on situations requiring evaluation and judgment.
Maintain accurate payroll records and prepare related reports.
Ensure accurate reconciliation of all payroll related accounts and disbursements.
Maintain deadlines and schedules for all payroll related functions.
Apply Federal, State laws and regulations and City policies and procedures to the payroll process.
Interpret and explain payroll policies and procedures. 
Conduct research, analyze and summarize detailed information.
Understand and follow oral and written instructions.
Establish and maintain cooperative working relationships and communicate effectively with those contacted in the course of work.
Maintain a high degree of confidentiality and communicate sensitively and effectively with employees concerning individual payroll matters.

Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Experience
Four years of increasingly responsible experience processing payroll in an automated payroll environment, at least one year in supervisory capacity. 

Training
Equivalent to a bachelor’s degree in payroll or accounting from an accredited college or university. In the absence of a bachelor’s degree, completion of a two-year college program in accounting or related field, or certificate in payroll accounting is acceptable.

Employment is contingent upon successfully passing State/Federal pre-employment background checks Environmental Conditions:
Office environment; extensive exposure to computer screen.