Part-time Payroll Specialist

POSITION: Payroll Specialist – Part-time

DATE: September 24, 2026

DEPARTMENT: Finance

REPORTS TO: Chief Financial Officer

WAGE RATE: Hourly range – $30.70 – $60.00 per hour, hiring rate DOQ

FLSA STATUS: Non-exempt; confidential employee

Position Purpose

Administers comprehensive payroll programs for the Village. Payroll is processed bi-weekly at an estimated 24 hours every other week. In off-payroll cycle weeks, employee changes and other reporting encompass an estimated 8-16 hours. These hours can be moderately flexible to work around the candidate. This would be an ideal role for an individual with prior experience as a payroll specialist, Finance Director, Assistant Finance Director or Accountant having in-depth knowledge of a municipal payroll system. Annual hours can be maintained below the IMRF 1,000 hour standard.

Supervision Exercised

None.

Job Duties

Essential Functions:

• Administers the Village’s bi-weekly payroll utilizing the Tyler Enterprise ERP system (MUNIS), including the employees of the Hinsdale Public Library. Updates and audits pay rates and deductions within the system and ensures accurate withholdings/deductions. Updates spreadsheets and databases as appropriate.
• Calculates and processes all wage adjustments, including retro-active pay and other change of status information. Prepares and maintains position classification and pay plan. Must be able to interpret and understand collective bargaining agreements. Updates spreadsheets and databases as appropriate.
• Completes post payroll processing including employment tax reporting and payment to vendors (such as retirement plans) and other benefit program funding.
• Completes the timely monthly audit of the Village’s invoice for the medical, dental, vision and life insurance programs through our cooperative, the Intergovernmental Personnel Benefit Cooperative (IPBC). Investigates and resolves any discrepancy, and reconciles the invoice to the general ledger.
• Reconciles other employee withholdings to the general ledger.
• Reconciles all paid and unpaid time off for employees per Village policy to the payroll system and employee timesheets. Liaison to the Illinois Municipal Retirement Fund (IMRF) with regard to pension benefits administration. Processes monthly IMRF reports. The Chief Financial Officer acts as the Village’s IMRF authorized agent.
• Prepares and submits annual and quarterly tax information, such as 941s and W-2s. Investigates and resolves any discrepancies with the IRS or Illinois Department of Revenue.
• Completes verification of employment requests in a timely manner.
• Manages unemployment claims administration and relationship with partner vendor; investigates and resolves any issues with Illinois Department of Employment Security (IDES).
• Ensures that human resource files and records are maintained in accordance with legal requirements and Village policies and procedures.
• Completes monthly and year-end personnel related reports.
• Generates annual payroll reports and assists with preparation of schedules as required for the annual Village financial audit.
• Responds accurately and timely to requests for information, including FOIA requests.
• Maintains annual payroll and holiday calendar.
• Maintains and manages applicable clerical work as assigned, including filing.
• Operates all tools and equipment needed to perform job duties while adhering to all safety rules and practices.

Marginal Functions

• Assists with other Finance/Human Resource Department special projects.
• Other duties as assigned.

Environmental Factors

The work environment generally includes an office setting. The noise level is usually quiet. This position is able to be performed remotely for most or all of the time, following a successful in-office onboarding period.

Physical Requirements

Regularly required to sit; use hands to touch, handle, or feel; reach with hands and arms and talk and hear. Occasionally required to stand; walk and stoop, kneel, crouch or crawl. May lift and/or move up to 20 pounds. The position requires prolonged periods of concentration. Specific vision abilities required by this position include close vision and ability to adjust focus.

Safety Functions

• Becomes familiar with and observes all applicable safety and security policies/procedures.
• Immediately reports all unsafe conditions and acts to supervisor.
• Reports all accidents to supervisor immediately.
• Recommends improvements to safety and security practices.
• Obeys and adheres to all safety rules and work practices.
• Complete all accident and worker’s compensation forms as required.

Knowledge, Skills and Abilities

Individual must have knowledge and deep understanding of payroll reporting and recordkeeping functions including applicable federal, state and local employment-related laws and regulations and fundamental principles and practices of public personnel.

Individual must have demonstrated ability to administer a full-cycle payroll program for an entire organization.

Ability to maintain confidentiality and exercise discretion over the sharing of employee payroll or personal information. Ability to maintain mental focus in a fast-paced multi-tasking environment. Must be a self-starter with the ability to exercise independent judgment and manage one’s time in an effective manner.

The individual must be able to communicate clearly and concisely, both orally and in writing, and establish and maintain effective relationships with fellow employees, other departments, management staff and the general public.

Position Requirements

• A Bachelor’s degree in Accounting, Human Resources or related field is preferred. Some college is acceptable depending on qualifications and related work experience.
• A minimum of three years progressively responsible payroll or human resources experience is required; municipal experience strongly preferred. Experience managing a full cycle payroll function for an entire organization is required.
• Strong knowledge of Microsoft Office, including Word, Excel and Outlook.
• Ability to use general office equipment.

Benefits

This position is part-time and work hours are expected to be under the 1,000 hour annual requirements for IMRF.

Process

The selection process includes an application, interview process, skills test, drug screening and background check. The position is expected to be filled immediately upon conclusion of the interview process and after background checks are completed.

The Village is an EOE employer.