Payroll Administrator

This position requires that the successful applicant be fully vaccinated for COVID-19 prior to start date. This policy is applied in compliance with applicable laws, and accommodations may be made for bona fide medical, religious, or other qualifying exemptions.

BASIC PURPOSE

• The Payroll Administrator is responsible for the ultimate implementation, administration, communication, and compliance of all PSTA Payroll activities and ensuring all activities are legal, consistent with PSTA’s Labor Agreements efficient,  sustainable, scalable, and have a positive impact on the long and short term performance goals of the organization.

ESSENTIAL FUNCTIONS

• Manages the entire payroll function at PSTA. 
• Completes timely processing of the payroll activities.
• Oversees the distribution of paychecks,  arranges direct deposit program and ensures that all deduction computations are correct, creating new pay codes, deduction codes, and job class codes as necessary.
• Performs reconciliation of payroll related general ledger accounts, writing journal entries as needed.  Performs periodic reconciliation of employee gross, taxable and non-taxable wages to ensure accounts are in balance.
• Generates monthly accrual reports for use by Accounting team. Responsible for researching policy updates, and after approval, implementing changes.
• Establishes and creates yearly payroll schedule.
• Develops and verifies various retirement reports for current and retired employees related to the Florida Retirement System.
• Updates records in FleetNet and the Florida Retirement System.
• Remains current with federal and state payroll rules and regulations and ensures payroll software and practices are compliant. Updates tax tables as needed.
• Prepares and distributes financial and payroll reports to facilitate the management decision-making process.  Prepares quarterly and annual reports to comply with federal, state and local laws.  Assists in completion of Annual NTD Report. Completes the annual workers’ compensation audit Form SI-5.
• Processes end of year vacation payoffs and calculates annual vacation allotments and vacation carryover balances in accordance with PSTA policy.  Calculates and maintains sick time fund worksheet; reports changes and balances to participants annually.
• Assists auditors in annual review of payroll accounts.
• Oversees the processing of employee wage verifications for workers’ compensation reporting, garnishments, and consumer loan applications.
• Provides Budget Department with labor and benefits information for budget planning and tracking purposes.
• Ensures ICMA and child support disbursements are handled correctly.
• Coordinates with the Benefits team on all relevant matters and activities.
• Coordinates with all departments to resolve payroll related problems, assisting with questions from PSTA Staff.
• Coordinates with IT staff to create reports and data transfers as needed for special projects and changes to procedures.  Responsible for administrative duties involved in the maintenance of the payroll system. Supports the automation of the office systems, procedures, programs and equipment; coordinates installation and operation of same.
• Provides supervision, training and guidance to staff in other departments responsible for pay time submission. Coordinates with other departments regarding software programming needs as it pertains to payroll.
• Reports to work as an “essential employee” in emergency situations or disasters, acts of nature or major incidents.

MINIMUM QUALIFICATIONS

• Education: High school diploma (or G.E.D.) required. Prefer a Bachelor’s Degree in Accounting, Finance or related discipline, and/or CPP (Certified Payroll Professional) certification.   
• Experience: Prefer three years  professional experience in a complex payroll environment. Previous work with bargaining unit contracts is preferred.  Previous work with a government entity is preferred. Previous Benefits Administration work is a plus.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of: Payroll processing rules and regulations. Intermediate level accounting practices; modern office procedures and practices.

• Skilled in: Computer software applications such as Microsoft Excel, Word, PowerPoint and Access and previous experience with payroll software.  Must be able to establish and maintain an effective working relationship with personnel at all levels of management. Must be able to write reports, memorandums, training guides and analyses for a variety of audiences.

• Abilities: Must be able to maintain confidentiality, effectively communicate both orally and written,   process a volume of numerical detail work quickly and accurately, handle multiple tasks, prepare routine financial reports and records, follow written and verbal instructions with minimal supervision and ensure that the payroll system is maintained efficiently and accurately.