Payroll Specialist

General Definition of Work

Under general supervision, prepare, review, and process payroll transactions for weekly and bi-weekly payroll cycles to ensure timely and accurate payment for all City employees. Perform other functions regarding external payroll reporting, compliance, and payroll-related audit documentation.

Examples of Duties

• Reviews timesheets for completeness and adherence to policy, verifying corrections with supervisors.
• Performs all aspects of payroll processing to ensure timely and accurate calculation of salaries, benefits, taxes, and other deductions.
• Calculates and processes bonuses and other supplemental paychecks.
• Responds to and resolves any inquiries regarding paychecks or payroll reporting.
• Reconciles payroll deductions to monthly vendor invoices and ensures timely payment to vendors.
• Performs the close process accurately for each pay period, month, quarter, calendar year end, and fiscal year end.
• Provides support to other City departments, assisting with budgeting and other payroll-related analysis.
• Maintains accrual balances and special leave pay codes to ensure compliance with City policies.
• Calculates and processes garnishments in accordance with applicable regulations.
• Maintains compliance with FMLA leave, short-term disability, and workers’ compensation.
• Manages the vacation buy back program to ensure compliance.
• Prepares the annual US Census Bureau payroll census for timely submission.
• Reconciles quarterly wages and prepares the quarterly IRS Form 941.
• Reconciles the calendar year payroll and prepares the W-2/W-3 for timely distribution.
• Prepares accrual journal entries regarding regular payroll and vacation hours.
• Presents an overview of payroll and timekeeping to employees during new hire orientation.
• Ensures compliance with federal, state, and local payroll, wage, and hour laws and best practices by attending trainings, webinars, and participation in professional organizations.

Qualifications

• Knowledge of payroll functions including preparation, balancing, and payroll tax calculations.
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving skills.
• Knowledge of the City’s policies and procedures as they pertain to the completion of job duties.
• Knowledge of standard office and administrative practices.
• Knowledge of City, State, and Federal laws and regulations concerning payroll procedures.
• Knowledge of bookkeeping principles and practices that include balancing accounts and researching errors.
• Skill in communicating information clearly, both verbally and in writing, to internal and external customers.
• Skill in using Microsoft Office applications, with proficiency in Word, Excel, and Access.
• Skill in using the Google Suite platform, including Gmail, Calendar, Drive, and Meet.
• Proficient with payroll software.
• Ability to maintain confidential records and information.
• Ability to work effectively in an environment subject to frequent interruptions.
• Ability to perform basic math calculations, including percentages and fractions.
• Ability to comprehend, interpret and apply regulations, procedures, and related information.
• Ability to work well in a team-oriented environment.
• Ability to organize workload, adapt quickly to change, and complete tasks under the pressure of deadlines.
• Ability to be timely in meeting all job performance requirements, including but not limited to, attendance and tardiness standards and work deadlines.

Requirements

• Bachelor’s degree in Business, Finance, Administration, or related field plus three years to five years of progressively responsible payroll processing experience; or a combination of education, training, certification, and experience providing the knowledge, skills, and abilities necessary to perform essential job functions.
• Certified Payroll Professional (CPP) credential strongly desired.