Accounting Assistant - Finance

Scope of Work

The Accounting Assistant - Payroll provides support to the Payroll Specialist and the Finance Department by executing duties pertaining to the preparation, processing, maintenance, and verification of the payroll function. Must be detail-oriented and deadline-driven with strong organizational, written, and oral communication skills. Must be able to manage multiple tasks. Must be able to work independently and as part of a team. Must have excellent analytical abilities to proactively work out problems and implement solutions. Must maintain a high level of confidentiality, professionalism, integrity, and trust.

Essential Job Duties

• Research and respond to payroll-related inquiries from internal and external sources; refer more difficult problems or those requiring decision-making outside of the norm to the Payroll Specialist.
• Provide backup to bi-weekly, special, or void payroll runs.
• Aid in the preparation and maintenance of payroll-related personnel records, earnings records, deduction records, and benefit records, and similar records outside of and within the financial/employee management database(s) in accordance with City procedures.
• Review all time sheets and time-tracking transactions for accuracy and completeness.
• Under the direction of the Budget Manager, balance or reconcile payroll records; resolve and adjust discrepancies; analyze reports to identify and locate sources of error.
• Prepare payroll-related accounts payable invoices and initiate payments to applicable third parties. Ensure that payments and reporting requirements are disbursed timely and accurately.
• Stay current on all changes to state and federal rules, regulations, requirements and laws pertaining to payroll, labor, and pension or any matters impacting the payroll process.
• Under the direction of the Budget Manager, perform routine internal audits.
• Aid in fiscal year end and calendar year-end payroll reconciliation and closing procedures.
• Perform additional duties as assigned.

Skills Required

• Possess highly developed interpersonal, organizational and problem-solving skills to make sound and proactive decisions with little or no direction.
• Ability to prioritize daily workload and model flexible, logical, and reflective behavior.
• Ability to be sensitive and confidential in the management of staff’s needs and issues, displaying diplomacy and tact in all interactions.
• Ability to speak to the public in person, over the phone, and in writing with integrity and clear direction.
• Ability to process routine reports and write correspondence.
• Possess working knowledge in word processing, spreadsheets, database entry, and Google applications.
• Must have the capacity to learn and become proficient with new computer software as needed with minimal guidance.
• Ability to read and interpret documents such as policies, procedure manuals, operating instructions, City codes and procedures, and data-based reports.
• Ability to troubleshoot office equipment and minor computer issues.
• Possess experience with financial information systems.
• Ability to maintain and grow current job skills as directed.
• Demonstrate an aptitude for the work to be performed.
• Strong orientation toward providing customer service

Required Qualifications

• Associate's degree in a related field required, four-year degree preferred.
• Minimum of one year of experience with payroll required.
• Demonstrate the ability to develop and navigate databases using formulas and mathematical functions.
• Demonstrate the ability to read, understand, and develop financial budgets, and other statistical reports.
• Ability to multitask, prioritize daily workload, and model flexible, logical, and professional behavior.
• Demonstrate the ability to use discretion and exercise sound judgment.