Payroll Specialist

Payroll Specialist

This position is an integral part of the Human Resources Department. The Payroll Specialist is responsible for the performance of technical payroll processing and recordkeeping tasks for the City. Under general supervision, the incumbent prepares, reconciles, and audits payroll in accordance with policies and legal guidelines, provides back up for other Human Resources staff including leave administration and other human resources functions.

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

• Prepares and inputs data into the payroll system based on personnel action forms and employee electronic timesheets for month-end payroll.
• Verifies, issues and prints checks and direct deposit slips.
• Prepares and analyzes payroll related transactions and processes entries and corrections; develops, prepares and maintains computerized spreadsheets.
• Ensures adherence to federal, state, and local tax regulations and labor laws.
• Reviews employee electronic timecards for accuracy in accordance with the City's employee manual, collective bargaining agreements and other policies related to time and pay. Follows up with employee and/or employee's manager regarding any time and pay issues.
• Prepares payroll distribution reports and reconciles payroll and benefits.
• Addresses employee inquiries regarding pay, tax withholdings, and deductions.
• Responds to vendor and benefit provider requests and ensures accurate and timely reporting and payment.
• Maintains accurate and organized payroll records and files in compliance with applicable laws, retention schedules and City policy.
• Maintains confidentiality in communication and workspace.
• Prepares and files federal and state payroll reports and taxes.
• Generates, prints, and distributes W-2s to employees by established deadlines.
• Maintains the City's payroll calendar.
• Cross trains in a wide variety of human resources duties. Provides operational backup to human resources staff to balance workloads and ensure continuous program coverage as needed.
• Monitors payroll system to ensure data integrity and reliability. Assists with system improvements, conversions and upgrades.
• Performs other duties as assigned.

Education, Training, and Experience Guidelines

Associate degree in Accounting, Finance, or related field AND three (3) years of progressively responsible payroll experience, preferably within a local government agency or the public sector; OR an equivalent combination of education, training, and experience.

Knowledge of:

• Applicable local, State, and Federal laws, codes, regulations, and ordinances.
• Payroll administration practices and procedures.
• General office policies, procedures, and equipment.
• Customer service principles, practices, and etiquette.
• Records maintenance and retention policies and procedures.
• Proper grammar, spelling, and punctuation.
• Payroll and accounting related software programs.

Skill in:

• Interpreting and using City policies, collective bargaining agreements and procedures.
• Analyzing and interpreting state and federal laws and requirements.
• Preparing and reconciling general ledger accounts and financial reports.
• Developing and maintaining computerized spreadsheets.
• Maintaining accurate records and filing systems.
• Interacting tactfully and professionally with City staff, outside agencies, and the public.
• Completing multiple tasks simultaneously.
• Typing and entering data with speed and accuracy.
• Completing accurate mathematic calculations.
• Understanding and explaining compensation and benefits related contract language.
• Handling and maintaining the confidentiality of sensitive information.
• Preparing clear and concise communications, reports, and technical documents.
• Establishing and maintaining cooperative working relationships.
• Communicating effectively verbally and in writing.

License and Certification Requirements

• Certification as a Payroll Professional (CPP) from the American Payroll Association is preferred.

Benefits

• Medical, Dental and Vision Insurances
• Life Insurance policy
• Employee Assistance Program
• Department of Retirement Systems Retirement Plan
• Paid vacation, holidays and sick leave.
• Gym Membership reimbursement.
• Deferred Compensation (voluntary)

Application Process:

Interested applicants must submit a cover letter and resume with their application. Applications must be received no later than 11:59 pm on Sunday, August 2, 2026.