Payroll Specialist

Payroll Specialist The Payroll Specialist oversees and administers the Village's payroll functions, including the bi-weekly employee payroll and monthly Police and Fire pension payrolls, ensuring accurate and timely compensation and reporting for a diverse municipal workforce. The position interprets and applies collective bargaining agreements and Village policies, maintains payroll records, prepares payroll tax filings, reconciles payroll and benefits to the general ledger, and assists employees and departments with payroll inquiries. Working closely with Human Resources, the Payroll Specialist resolves discrepancies, supports compliance and internal controls, recommends process improvements, and supports the annual budget, financial reporting, and audit processes. The role requires sound judgment, discretion, and the ability to manage sensitive information. Essential Functions Administer the Village's bi-weekly payroll and monthly Police & Fire pension payrolls using the ERP system in an accurate and timely manner. Review timekeeping records, earnings, deductions, and payroll exception reports; identify and investigate discrepancies, and coordinate corrections with departments and Human Resources before payroll is finalized. Maintain and verify employee payroll information, including authorized pay rates, deductions, tax withholding elections, deferred compensation contributions, and employment status changes. Review child support orders, wage garnishments, tax levies and other withholding orders for validity; calculate and apply deductions in accordance with applicable federal and state limits. Calculate and process compensation changes, including salary adjustments, retroactive pay, overtime, special payments, and final payouts, by interpreting and applying collective bargaining agreements and Village policies. Maintain and reconcile paid leave accruals, usage, balances, and annual rollover, including the annual accrual loading for all Village employees, in accordance with collective bargaining agreements and Village policies. Prepare payroll journal entries and remit payroll deductions and benefit contributions to third parties, such as retirement plans, unions, benefit providers, and garnishment and child support agencies. Reconcile payroll expenditures, deductions, liabilities and related accounts to the general ledger; investigate and resolve discrepancies. Reconcile monthly employee and retiree benefit invoices, including medical, dental, vision and life insurance, to enrollment records, payroll deductions and the general ledger; investigate discrepancies and coordinate resolution with Human Resources. Prepare and submit required payroll tax returns, deposits and statements, including quarterly and annual filings such as Forms 941, IL-941, W-2 and 1099-R; research and resolve reporting discrepancies and notices from the IRS, Illinois Department of Revenue, and other agencies. Prepare payroll-related schedules and analysis for the annual audit, including the compensated absences and payroll liability schedules, and support financial reporting. Assist with position budgeting and the annual budget process; prepare compensation reports, personnel cost projections and analyses to support position budgeting, collective bargaining, and management decisions. Complete monthly and year-end personnel and compensation-related reports, including preparation of the annual Total Compensation Report; assist with other compensation-related reports and analyses as needed. Prepare and maintain annual payroll and holiday calendars. Respond to employee and retiree payroll inquiries professionally; research concerns, explain calculations, and coordinate timely resolution. Serve as point of contact and resource for departmental payroll processors on payroll system inquiries; set up and maintain pay codes, deduction codes and other payroll system configurations in coordination with Human Resources. Monitor payroll-related regulatory and reporting changes; perform annual year-end system updates, including tax tables, Social Security and Medicare wage limits, IMRF contribution rates and Tier II limits, and deferred compensation limits; and recommend procedural or system updates in coordination with Human Resources. Safeguard and maintain the confidentiality of sensitive payroll, financial and employment information, including Social Security numbers, wages, benefits enrollments, tax and deduction data and other confidential records, in compliance with applicable laws, policies, and internal controls. Maintain written payroll procedures and supporting documentation; cross-train designated backup staff to ensure continuity of payroll operations. Evaluate payroll processes and recommend improvements that strengthen accuracy, efficiency, internal controls and employee service. Assist with special projects, such as new software implementation, grant tracking and reporting, records retention, and FOIA requests, as needed. Serve as backup to other Finance staff, consistent with internal control requirements, as needed. Perform other duties as assigned. Desired Minimum Qualifications Bachelor's degree or higher in accounting, finance, business administration, public administration, or related field; or an equivalent combination of education, training, and experience. Three (3) or more years of progressively responsible payroll experience, including processing complete payroll cycles, account reconciliations, and quarterly and annual reporting. Certified Payroll Professional (CPP) designation or Fundamental Payroll Certification (FPC) strongly preferred. Other Requirements Knowledge of federal, state, and local laws applicable to payroll and public safety pension administration. Knowledge of employee benefits, leave accrual, and other contribution practices as they relate to payroll. Knowledge of governmental accounting principles, general ledger reconciliation, budgeting, and forecasting. Knowledge of municipal ERP and payroll systems, including system configuration. Advanced skill in Microsoft Excel, including complex formulas, pivot tables and financial databases. Skill in gathering, organizing and analyzing complex financial and payroll data. Skill in clear, professional written and verbal communication with employees, management and outside agencies. Ability to read, interpret and apply collective bargaining agreements, Village policies, statutes and regulations to payroll processes. Ability to exercise sound judgment, discretion, and independent decision-making when analyzing and resolving problems. Ability to maintain strict confidentiality of sensitive payroll, financial, and employee information, with a high standard of ethics. Ability to evaluate processes, recommend and implement improvements, and document procedures and train others. Ability to prioritize and manage multiple short- and long-term projects with competing deadlines. Ability to establish and maintain effective working relationships with employees, departments, vendors, consultants and outside agencies. Schedule: 8:30 a.m. to 5:00 p.m. Monday through Friday, 8 hours daily, 40 hours weekly. Position Range: $78,174 - $109,996 annually