Payroll Specialist

The City of Germantown is an Equal Opportunity Employer committed to an alcohol/drug-free workplace and to providing equal opportunities regardless of race, sex, color, religion, national origin, age or disability. ORGANIZATIONAL ACCOUNTABILITY: City of Germantown public servants exist, first and foremost, to protect and enhance the quality of life of those we serve; every position on the Germantown team has a shared responsibility and accountability to fulfill this purpose. Through the constant alignment of individual actions, behaviors and performance with our organization’s values system, Germantown public servants demonstrate a steadfast commitment to our greater mission of Excellence. Every day. The expectation for senior leaders is to model The Germantown Way at all times for those they influence and interact with daily. Description GENERAL DEFINITION OF WORK Under general supervision, prepare, review, and process payroll transactions for weekly and bi-weekly payroll cycles to ensure timely and accurate payment for all City employees. Perform other functions regarding external payroll reporting, compliance, and payroll-related audit documentation. ORGANIZATIONAL ACCOUNTABILITY: City of Germantown public servants exist, first and foremost, to protect and enhance the quality of life of those we serve; every position on the Germantown team has a shared responsibility and accountability to fulfill this purpose. Through the constant alignment of individual actions, behaviors and performance with our organization’s values system, Germantown public servants demonstrate a steadfast commitment to our greater mission of Excellence. Every day. The expectation for senior leaders is to model The Germantown Way at all times for those they influence and interact with daily. Examples of Duties ESSENTIAL JOB FUNCTIONS Reviews timesheets for completeness and adherence to policy, verifying corrections with supervisors. Performs all aspects of payroll processing to ensure timely and accurate calculation of salaries, benefits, taxes, and other deductions. Calculates and processes bonuses and other supplemental paychecks. Responds to and resolves any inquiries regarding paychecks or payroll reporting. Reconciles payroll deductions to monthly vendor invoices and ensures timely payment to vendors. Performs the close process accurately for each pay period, month, quarter, calendar year end, and fiscal year end. Provides support to other City departments, assisting with budgeting and other payroll-related analysis. Monitors and reconciles accrual balances and special leave pay codes to ensure compliance with City policies. Calculates and processes garnishments in accordance with applicable regulations. Reconciles and ensures appropriate pay for employees on FMLA leave, short-term disability, and workers’ compensation. Manages the vacation buy back program to ensure compliance. Prepares the annual US Census Bureau payroll census for timely submission. Reconciles quarterly wages and prepares the quarterly IRS Form 941. Reconciles the calendar year payroll and prepares the W-2/W-3 for timely distribution. For fiscal year end, prepares the accrual journal entries regarding regular payroll and vacation hours. Prepares the audit work papers for compensated absences. Presents an overview of payroll and timekeeping to employees during new hire orientation. Ensures compliance with federal, state, and local payroll, wage, and hour laws and best practices by attending trainings, webinars, and participation in professional organizations. OTHER JOB FUNCTIONS Standardizes systems and processes to help streamline payroll functions, including introducing technological advances for greater efficiency. Performs other tasks in the department as required. Qualifications KNOWLEDGE, SKILLS AND ABILITIES Knowledge of payroll functions including preparation, balancing, and payroll tax calculations. Excellent organizational skills and attention to detail. Strong analytical and problem-solving skills. Knowledge of the City’s policies and procedures as they pertain to the completion of job duties. Knowledge of standard office and administrative practices. Knowledge of City, State, and Federal laws and regulations concerning payroll procedures. Knowledge of bookkeeping principles and practices that include balancing accounts and researching errors. Skill in communicating information clearly, both verbally and in writing, to internal and external customers. Skill in using Microsoft Office applications, with proficiency in Word, Excel, and Access. Skill in using the Google Suite platform, including Gmail, Calendar, Drive, and Meet. Proficient with payroll software. Ability to maintain confidential records and information. Ability to work effectively in an environment subject to frequent interruptions. Ability to perform basic math calculations, including percentages and fractions. Ability to comprehend, interpret and apply regulations, procedures, and related information. Ability to work well in a team oriented environment. Ability to organize workload, adapt quickly to change, and complete tasks under the pressure of deadlines. Ability to be timely in meeting all job performance requirements, including but not limited to, attendance and tardiness standards and work deadlines. Requirements EDUCATION AND EXPERIENCE Bachelor’s degree in Business, Finance, Administration, or related field plus three years to five years of progressively responsible payroll processing experience; or a combination of education, training, certification, and experience providing the knowledge, skills, and abilities necessary to perform essential job functions. Certified Payroll Professional (CPP) credential strongly desired. WORKING CONDITIONS Work is primarily performed in a standard office environment. Some evening and weekend work (remotely) may be required during weeks shortened by holidays to ensure timely payroll processing. FLEXIBLE WORK ELIGIBILITY: Yes #J-18808-Ljbffr