Payroll Specialist

Job Title

The purpose of this classification is to perform advanced level accounting tasks while preparing, processing and maintaining payroll records and data, tax information and required State and Federal payroll reports. Maintains and reviews accounting and payroll documents and assists with other financial operation tasks.

Essential Functions

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Assists with the maintenance of the automated payroll and personnel system; monitors code assignments and position set-up in the system; trains new employees on system use; writes desktop help for system users. Has knowledge of payroll laws and regulations, including federal and state tax laws and wage and hour laws. Experience with contract/policy interpretation relating to payroll as well as the FLSA Section 7(k) exemption for fire protection and/or law enforcement. Performs regular processing of the Town's payroll activities; to ensure processing is completed within required time frame; determines corrective action and dates for retro changes following Fair Labor laws and Town policy; implements changes to correct benefits, deductions, third party sick pay, add pays, garnishments, accruals and tax information; familiar with FMLA, provides maintenance and updates to the payroll procedures manual; initiates actions necessary to correct policy deviation or violations pertaining to payroll; provides input for payroll related training classes for Town employees; prepares quarterly and year end reports and required forms. Maintains a current knowledge of applicable laws/regulations with a focus on Fair Labor laws; reads professional literature; attends workshops and training sessions as appropriate. Performs bookkeeping/accounting and clerical work in the maintenance of payroll records and processing of payroll, including but not limited to processing personnel action forms; calculating final paychecks; processing deductions and garnishments; printing checks and payroll reports; reconciling and balancing payroll, vendor, customer and/or general ledger accounts; preparing tax worksheets; and handles W-2 validation & distribution. Assist with the development of the payroll budget. May provide some payroll analytics and reports. Administers deferred compensation, FRS, and Police Pension plan deductions, transmittals and forfeitures. Reviews and checks new hire information and deductions. May perform other accounting and financial tasks; reconciles and closes out daily cash receipts; audits, balances, and updates cash reports for receipts collected from all revenues sources; assists in resolving related issues and implementing resolutions such as proper cash receipts system set-up and accounting codes; assists with the audit process including lead schedules and comprehensive annual financial reports (CAFR); prepares journal entries; calculates data; balances and reconciles reports; researches financial discrepancies and correct data errors; maintains financial records; generates reports; submits mandatory reports. Performs related administrative tasks; creates and updates forms as needed; provides back-up to accounting staff; conducts cross-training in other fiscal functions; provides information and assistance regarding accounting related issues to employees, other departments, vendors, customers and the public; researches problems and initiates problem resolution; conducts research for special projects. Operates a personal computer, calculator, copier, postage machine, check signing machine, shredder, or other equipment as necessary to complete essential functions, to include the use of word processing, financial accounting, spreadsheet, and other system software. Maintains confidentially of departments issues and documentation. Performs other related duties as required.

Minimum Qualifications

Associate's degree in accounting or business related field. Three years of experience in payroll functions including payroll processing, tax reporting, and governmental accounting involving the general ledger, accounts payable, cash receipts, assets, and accounts receivable. Strong organization, time management and mathematical skills. Great attention to detail. Excellent listening, written and oral communication skills. Must be proficient with Microsoft Office, especially Word and Excel. Ability to multitask and prioritize assignments under high pressure in a fast-paced environment. Reliable and responsible team member. A valid Florida driver's license is required. For application purposes, a valid driver's license from any state (equivalent to a State of Florida Class E) may be utilized, with the ability to obtain the State of Florida driver's license within thirty (30) days from date of employment. Experience with Munis software preferred. A CPP or UPC certification preferred.

Performance Aptitudes

Data Utilization: Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives. Human Interaction: Requires the ability communicate effectively with others in coordinating activities of a project, program, or designated area of responsibility. Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information. Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs. Functional Reasoning: Requires the ability to carry out detailed but routine written or oral instructions. Involves routine work according to clearly prescribed standard practices, with some latitude for independent judgment. Situational Reasoning: Requires the ability to exercise judgment in situations characterized by repetitive or short cycle operations covered by well established procedures or sequences. ADA COMPLIANCE Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station. Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, taste, odor, depth, texture, and visual cues or signals. Some tasks require the ability to communicate orally. Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions. The Town of Jupiter, Florida is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.