Payroll Manager

The City of Overland Park has a full-time Payroll Manager position available in the Human Resources Department.

SUMMARY:

Manages the City Payroll Division. Responsible for the accurate and timely administration of all payroll functions, including wage payments, payroll tax compliance, pay adjustments, and related reporting. Oversees the Payroll Coordinator and ensures compliance with City policies, desktop procedures, and federal/state regulations. Administers payroll activities for all employees, including annual pay changes for Judges, City Council, and the City Manager. Ensures the integrity, accuracy, and confidentiality of payroll data, and collaborates across departments to ensure operational efficiency and accountability.


RESPONSIBILITIES:

• Plans, coordinates, and manages activities of the Payroll Coordinator in the payroll process. Assigns duties, evaluates performance, provides training, and sets priorities.
• Serve as the subject matter expert (SME) in the Human Resources Information System (HRIS), with strong payroll processing knowledge, ensuring accurate data management and system integrity.
• Independently generate, analyze, and interpret HRIS and payroll-related reports to support departmental functions, compliance, audits, and strategic decision-making.
• Responsible for accurate and timely processing of all employee pay, ensuring compliance with City procedures, state, and federal laws.
• Ensures accuracy and timeliness of annual pay changes for Judges, City Council Members, and the City Manager.
• Oversees all payroll tax payments and filings, ensuring completion as outlined in desktop procedures and prior to due dates.
• Conducts internal audits of payroll deductions, including but not limited to health benefit deductions, OGLI, retirement, and taxes, on a bi-weekly basis during non-payroll weeks unless otherwise specified.
• Confirms payroll for terminated employees and ensures timely termination of benefits. Processes payments from retired benefit-eligible employees weekly.
• Ensures all City payroll-related bills and obligations are paid before the due date or as specified in procedures, whichever occurs first, no late fees or past-due notices are acceptable.
• Ensures team coverage and cross-training so that payroll processing, bill payment, and other essential functions continue uninterrupted during absences.
• Maintains compliance with KPERS and KP&F requirements to avoid penalties or operational disruptions.
• Ensures Municipal Employees Pension Plan (MEPP) dates are current and accurately maintained in the HRIS system.
• Process payment to retirement accounts, including matching contributions.
• Verifies that retirement reconciliations and deductions are accurate and processed correctly each pay period.
• Completes assigned project tasks by established deadlines.
• Evaluates and responds immediately to payroll and benefits issues via email or other appropriate communication.
• Collaborates with benefits supervisors to ensure vendors are paid timely and accurate invoice reconciliation and payment.
• Administers payroll audits and prepares specialized reports for management and state/federal agencies.
• Maintains strict confidentiality of employee and payroll data in accordance with City and legal standards.
• Promotes the Human Resources Department as an employee service center, providing timely and accurate information to employees and retirees. Referring to policies and city documents.
• Follows the City Payroll Process Schedule, Payroll Calendar and procedure manual as outlined, meeting all due dates, adhering to established workflows, and using approved processes.
• Directs and coordinates miscellaneous and special payroll projects as assigned by the Deputy and Chief Human Resources Officer.
• Delegates appropriately to payroll coordinator and training.
• Directs, coordinates and reviews the work plan for assigned human resources programs, services and activities; assigns work activities and projects; monitors work flow; reviews and evaluates work products; methods and procedures; meets with staff to identify and resolve problems. Monitors employee development, evaluates employee performance, and conducts performance evaluations.
• Performs other duties as assigned.
• The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with which interaction is required to accomplish work and employer goals.
• The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.

REQUIREMENTS:

On-site office role : Daily physical on-site presence in the office, consistent attendance, and reliable punctuality are essential functions of this position. Any changes or adjustments to your assigned work schedule or shift hours must be approved by your supervisor in advance.

EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS:

• Bachelor's degree in accounting, business, finance, or taxation, or an equivalent combination of education and experience.
• SPHR/PHR,SHRM-CP, SHRM-SCP or certification in payroll preferred.

EXPERIENCE:

• 6 to 8 years of experience in payroll management, payroll accounting, or related personnel management.
• Prior experience in local government or a public-sector environment preferred.

SKILLS:

• Strong organizational, analytical, and problem-solving skills.
• Exceptional accuracy and attention to detail in payroll processing, tax reporting, and reconciliation.
• Comprehensive understanding of payroll laws, tax requirements, KPERS, KP&F and retirement plan compliance.
• Proficiency with payroll systems, HRIS, and Microsoft Office.
• Effective written and verbal communication skills.
• Ability to lead, train, and mentor the Payroll Coordinator.
• High level of confidentiality and professional judgment.

MENTAL REQUIREMENTS:

Attention to Detail :

• The role requires a high level of accuracy and thoroughness in completing tasks.
• The ability to focus on detailed work for extended periods is essential to ensure quality and compliance.

Work Environment Adaptability :

• The position is based in a cubicle office environment that may have moderate to high noise levels (e.g., conversations, office equipment). The ideal candidate must be able to concentrate and perform effectively in this setting.

Cognitive Abilities :

Must possess the ability to:

• Strong organizational, analytical, and problem-solving skills.
• Exceptional accuracy and attention to detail in payroll processing, tax reporting, and reconciliation.
• Comprehensive understanding of payroll laws, tax requirements, KPERS, KP&F and retirement plan compliance.
• Proficiency with payroll systems, HRIS, and Microsoft Office.
• Effective written and verbal communication skills.
• Ability to lead, train, and mentor the Payroll Coordinator.
• High level of confidentiality and professional judgment.

PHYSICAL REQUIREMENTS:

• Ability to work onsite Monday-Friday 8AM - 5PM.
• Mobility to work in a typical office setting.
• Ability to communicate in person and over the telephone.
• Ability to read printed materials and a computer screen.
• Ability to travel to City facilities.
• Routine use of computer, phone, and other office equipment.
• Hand and eye coordination adequate to input data into the computer.
• Visual stamina and acuity adequate to review alpha/numeric data and to spend long periods looking at computer screens.
• Ability to sit and be attentive for extended periods.
• Occasional exertion of up to 25 pounds.

SUPERVISORY RESPONSIBILITY (Direct & Indirect):

• Direct: Payroll Coordinator

No City residency requirement.

Must successfully pass a background check, drug screen, physical exam and essential functions test.

Normal Work Hours: 8:00 a.m.-5:00 p.m., Mon.-Fri.

Salary Range - GRADE K: $102,115.51 - $142,960.85

Application Deadline: Open until filled

Benefits: Full-time

All applicants must be legally eligible to work in the United States and proof of eligibility must be provided if selected for hire.

EO/M/F/D/V