Senior Payroll Accountant

Job Title

Payroll Administrator

Job Description

Administers the City's payroll functions to ensure employees are paid accurately and timely and that payroll practices comply with applicable laws, regulations, collective bargaining agreements, City policies, and benefit plan requirements. Maintains payroll records and systems; processes payroll-related deductions, contributions, payments, and reporting; provides payroll expertise and support to employees and departments; and collaborates with Human Resources, Finance, external agencies, and vendors regarding payroll, compensation, benefits, and related matters. Work is performed with considerable independence under the general supervision of the Human Resources Manager.

Duties/Responsibilities

Payroll Processing and Administration

• Processes biweekly, special, and supplemental payrolls for City employees.
• Reviews employee time and payroll information for completeness and accuracy; identifies and resolves discrepancies prior to payroll processing.
• Calculates and verifies wages, deductions, taxes, benefits, accruals, and other payroll transactions.
• Prepares, reviews, and reconciles payroll reports to ensure accurate pay calculations, deductions, and accounting distributions.
• Processes payroll withholdings and remittances to appropriate agencies and vendors.

Payroll Systems and Employee Records

• Creates and maintains employee payroll records and master files.
• Establishes and maintains pay, deduction, benefit, and accrual codes, including associated accounting instructions, rates, limits, and calculation tables within the HR/payroll system.
• Maintains the City's electronic time and attendance system and assists with system configuration, troubleshooting, and user access.
• Ensures pay provisions contained in collective bargaining agreements, personnel policies, and employment agreements are accurately configured and administered through payroll.
• Processes employee reclassifications, compensation changes, and other payroll-related personnel actions.

Deductions, Retirement, and Deferred Compensation

• Establishes and processes child support orders, garnishments, tax levies, and other required payroll deductions.
• Monitors employee eligibility and enrollment in the Public Employees Retirement Association (PERA) and processes required retirement reporting and contributions.
• Administers payroll-related contributions and transactions for the City's deferred compensation, IRA, RHSP, and other applicable plans.
• Reviews qualifying requests for deferred compensation emergency withdrawals for eligibility and required documentation.

Employee Support and Payroll Consultation

• Serves as a primary resource for employees and departments regarding payroll, timekeeping, deductions, taxes, accruals, retirement contributions, and related matters.
• Researches and resolves routine and complex payroll questions and discrepancies.
• Assists employees with payroll-related changes, including tax withholding elections, deductions, timekeeping access, and account troubleshooting.
• Works with retiring and separating employees to calculate and explain estimated severance payments, accrued leave payouts, and other final compensation.
• Provides payroll-related information regarding PERA, deferred compensation, and other applicable programs and refers employees to plan administrators or other resources as appropriate.

Special Payments and Calculations

• Calculates and processes merit pay, performance pay, retroactive pay, compensatory time payouts, severance payments, and other special compensation.
• Calculates and processes payroll transactions associated with workers' compensation, short- and long-term disability, leaves of absence, and other special circumstances.
• Performs complex payroll calculations related to compensation changes, collective bargaining agreements, reclassifications, and other employment actions.
• Assists Human Resources with tracking and reconciliation of FMLA, injury-on-duty, and other leave-related hours and payments.

Reporting, Compliance, and Auditing

• Prepares, reviews, reconciles, and submits required quarterly and annual payroll reports, including federal Form 941, Minnesota withholding and unemployment reports, W-2s, PERA reports, and other required filings.
• Compiles payroll and earnings information for workers' compensation, Social Security, PERA, employment verifications, salary surveys, and other reporting requirements.
• Provides payroll documentation and information for the City's annual financial audit, workers' compensation audit, and other internal or external audits.
• Researches and responds to payroll-related data requests in accordance with applicable laws and City policies.
• Maintains payroll records in accordance with applicable legal, regulatory, and records-retention requirements.

Payroll Systems, Reporting, and Process Improvement

• Works with LOGIS and other system partners to support efficient and accurate operation of the City's payroll and timekeeping systems.
• Troubleshoots payroll system issues and coordinates system changes, testing, and implementation as necessary.
• Develops payroll-related reports and reporting templates to meet Human Resources, Finance, and department needs.
• Identifies opportunities to improve payroll processes, controls, documentation, and system functionality.
• Develops and maintains payroll procedures, instructions, and employee resources.

Regulatory and Contract Compliance

• Monitors changes to federal and state payroll and employment requirements, including tax laws, FLSA requirements, IRS regulations, retirement requirements, and other regulations affecting payroll.
• Implements payroll-related changes necessary to maintain compliance with applicable laws and regulations.
• Reviews collective bargaining agreements, personnel policies, and compensation provisions to ensure accurate payroll administration.
• Assists the Human Resources Manager and other City leadership in reviewing and verifying compensation rates, contract provisions, and payroll-related language.

Training and Organizational Support

• Provides payroll-related guidance, training, and technical assistance to Human Resources staff, supervisors, employees, and other system users.
• Develops and delivers training and instructions related to electronic time and attendance processes and other payroll procedures.
• Provides payroll-related training and guidance to the Human Resources Assistant and other staff assigned payroll responsibilities.
• Assists Finance and Human Resources with annual compensation budgeting and other payroll-related projections or analyses.

Performs other duties consistent with the responsibilities and level of the position as assigned.

Qualifications

Minimum Qualifications: An equivalent combination of education and experience closely related to the duties of the position may be considered.

• Associate or technical degree in accounting, business administration, human resources, finance, or a closely related field.
• Substantial progressively responsible experience in payroll administration, payroll accounting, or a closely related field.
• Demonstrated experience performing complex payroll calculations and maintaining payroll records and systems.
• Certified Payroll Professional (CPP) certification within one year of hire, if not already obtained.
• Valid driver's license, if required to perform the essential functions of the position.

Preferred Qualifications:

• Bachelor's degree in accounting, finance, business administration, human resources, or a related field.
• Certified Payroll Professional (CPP) certification.
• Experience administering payroll in a public-sector environment.
• Experience with unionized workforces and interpreting collective bargaining agreement pay provisions.
• Experience with governmental payroll, PERA, or Minnesota public-sector payroll requirements.
• Experience with integrated HR/payroll and electronic timekeeping systems.

Additional Information

Knowledge, Skills and Abilities:

• Thorough knowledge of payroll administration principles, practices, processes, and internal controls.
• Knowledge of federal and state laws and regulations affecting payroll, including wage and hour requirements, payroll taxation, withholding, reporting, and recordkeeping.
• Knowledge of retirement plans, deferred compensation programs, garnishments, levies, and other payroll deductions.
• Ability to interpret and accurately apply collective bargaining agreements, personnel policies, compensation plans, employment agreements, and applicable laws and regulations.
• Ability to perform complex mathematical calculations accurately and efficiently.
• Ability to analyze payroll data, identify discrepancies, research issues, and develop appropriate solutions.
• Ability to maintain a high degree of accuracy