Payroll Specialist II

About the role

As a Community Builder—an employee with the City of Gainesville—you will have a direct hand in building and improving your community and making a visible impact on the lives of your neighbors.

Responsibilities

• Processes biweekly payroll for all employees and monthly payroll for retirees in compliance with City policies and Federal and State regulations.
• Reviews payroll registers, time reports, and deduction records for accuracy and completeness prior to processing.
• Prepares, verifies, and maintains employee tax withholding and deduction data for Federal, State, and local compliance.
• Processes and maintains accurate records of garnishments, leviances, and other court-ordered deductions.
• Forwards payment requests related to wage garnishments and other court-ordered deductions to Accounts Payable for disbursement.
• Responds to inquiries from employees and departments regarding pay, leave, deductions, and taxes, and provides timely resolution or clarification.
• Assists in reconciling payroll accounts, verifying that wages, deductions, and benefits are correctly posted and reported.
• Supports preparation and submission of required payroll-related reports to external agencies, including IRS and State filings.
• Participates in audit preparation by compiling payroll data, schedules, and supporting documentation.
• Maintains confidentiality of all payroll and personnel-related information in accordance with City policy.
• Utilizes Microsoft Excel to create pivot tables, analyze data trends, and prepare payroll-related summaries and reports.
• Aids in testing or implementation of payroll system upgrades or procedural changes as directed.
• May serve as a backup within the accounts payable area as needed to ensure continuity of operations.
• Complies with all organizational, Federal, and State policies, procedures, and regulations.

Qualifications

• Graduation from high school or possession of an acceptable equivalency diploma, and three (3) years of progressively responsible experience in payroll processing, accounting, or a related field; or An Associate’s degree or certification from an accredited college or university with major coursework in Accounting, Finance, Business Administration, or a related field, and one (1) year of experience in payroll processing or accounting; or An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
• Licenses Must obtain a valid Florida Driver's License within 30 days of appointment.
• Knowledge of and ability to process routine and semi-complex payroll, including hours of work and overtime provisions of the Fair Labor Standards Act.
• Knowledge of financial operations, bookkeeping principles, and standard office procedures, routines, and equipment.
• Knowledge of and willingness to apply appropriate accounting principles and procedures to payroll functions.
• Knowledge of rules and regulations governing payroll and tax reporting.
• Knowledge of business English and arithmetic.
• Knowledge of City labor agreements and ability to interpret provisions affecting pay, leave, and scheduling.
• Ability to understand and perform time conversions between hours, minutes, and hundredths for accurate payroll processing.
• Ability to learn and apply more complex accounting principles, rules, and regulations.
• Proficiency in Microsoft Office applications, including Excel (pivot tables preferred), Teams, and PowerPoint.
• Ability to skillfully operate computers and other business machines, including a 10-key calculator.
• Ability to type a minimum of 40 words per minute with accuracy.
• Ability to analyze semi-complex payroll or accounting issues and recommend solutions.
• Ability to make mathematical calculations with reasonable speed and accuracy.
• Ability to organize work, establish priorities, meet deadlines, and follow up on assignments with limited supervision.
• Ability to maintain confidentiality of sensitive information.
• Ability to communicate effectively, both orally and in writing.
• Ability to work effectively and collaboratively with coworkers, department heads, elected officials, and representatives of other agencies.

Benefits

The City of Gainesville offers a competitive benefits package including traditional benefits such as health insurance, life insurance, paid leave, 11 paid holidays a year, a pension plan, and a deferred compensation plan. Additionally, employees have access to on-site fitness centers, tuition reimbursement, on-site medical staff, and a wellness program to keep them healthy and happy. Veterans' Preference is also available for eligible veterans.