Payroll Specialist

Payroll Administrator

Under the general direction of the Assistant Finance Director, performs professional level work of payroll administration work in support of organizational operations. Responsibilities include processing payroll, coordination and administration of compensation actions, and other finance related activities. Assists with special projects, reporting, and other functions related to payroll. Performs other duties as assigned.

Essential Job Functions

Payroll Administration:

• Responsible for payroll administration for the City; ensuring accurate, efficient and timely biweekly pay to City employees. Duties include but are not limited to reviewing timesheets, computing, and inputting accurate data that reflects deductions, pay adjustments, taxes, retirement, pensions, and leave accruals.
• Maintains payroll check register.
• Administers and manages the personnel action form (PAF) process. Processes compensation and classification actions as needed.
• Reconciliation of payroll related accounts.
• Prepares, processes, and files W-2 forms, processing direct deposit, etc.
• Processes 941 quarterly tax return and all other payroll-related documents as required by state or federal regulations.
• Compiles and prepares information for reporting and review for accuracy as required, including but not limited to payroll, retirement, deferred compensation, employee benefits. Ensures quality control of all such reports.
• Assists and compiles information for the auditors with the annual audit by locating files and information and answering any questions. Conducts payroll training as needed.
• Distributes payroll related materials to employees and/or departments as needed.
• May assist with processing of open enrollment document, employee insurance and benefits programs.
• Processes weekly, monthly, quarterly, and annual employee benefits reports and premium payments.
• Monitors the City's Health Reimbursement Account (HRA) and Flexible Spending Account (FSA) programs, processes administrative fees.
• May assist in the preparation of benefit claims for HRA/FSA, and other retirement programs.
• Conducts internal and external surveys and audits as directed.
• Prepares pay plan documentation as required for the annual budget preparation process. Reviews and processes annual compensation or merit increases.
• Other projects and duties as assigned.

Additional Job Functions:

• Collaborates with Information Technology Services and Finance personnel to ensure the recording and maintenance of accurate payroll data through the ERP system.
• Oversees the maintenance and use of the City's timekeeping and HRIS systems.
• Performs month-/quarter-/year-end closing activities. Monitors employee leave usage to ensure compliance with City policy and applicable laws.
• Reviews and processes payroll entries to include direct deposit, benefit enrollments in compliance with IRS guidelines, W-4 changes, merit increases, and status change administration.
• Processes Verification of Employment requests, Workers' Compensation, and Short-Term Disability payroll forms.
• Provides customer service support regarding Fire Pension/ Administration Services.
• Compiles and prepares miscellaneous reports as requested.
• Assists with various City programs and projects and directed.
• Performs general office duties as required, including answering the telephone, preparing reports and correspondence, copying, and filing documents, etc.
• Performs other duties as assigned.

Minimum Qualifications

KNOWLEDGE, ABILITIES, AND SKILLS

• Demonstrated ability to maintain the highest level of confidentiality while exercising sound judgment and discretion in handling sensitive and confidential information.
• Ability to handle complaints in a courteous and efficient manner.
• Provides excellent customer service and handles difficult situations with tact and diplomacy.
• Ability to work independently; to make analyses based on well established procedures and municipal regulations.
• Ability to establish and maintain activity files; to prepare reports as requested. Ability to establish and maintain effective working relationships with others.
• Ability to communicate clearly, orally and in writing.
• Skill in establishing and maintaining effective working relationships with other employees, management, elected and appointed officials, retirees, and the general public.

TRAINING AND EXPERIENCE Bachelor's degree from an accredited college or university in Finance, Human Resources, Public Administration, Accounting, or another related field with a minimum of two (2) years progressively responsible payroll processing experience and/or human resources experience; or an equivalent combination of training and experience which provides the required knowledge, skills, and abilities. Valid Florida driver's license.

Physical Requirements and Environmental Conditions

PHYSICAL REQUIREMENTS:

• Acceptable eyesight (with or without correction).
• Acceptable hearing (with or without hearing aid). Ability to communicate both orally and in writing. Infrequent lifting and moving up to 35 lbs.
• Use of fingers, use of hands.
• Sitting, standing, walking, bending.
• Ability to access, input and retrieve information and data from a computer.

ENVIRONMENTAL CONDITIONS: Primarily works inside. The City of Safety Harbor is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the employer will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.