Payroll Specialist

Job Title

Payroll Processor

Job Description

Under general supervision of the Administrative Services Director or their designee, ensures continuing payment of wages to City employees by processing payroll checks/direct deposits, and by maintaining the City payroll system. Other duties may include updating payroll accounts, preparing monthly and quarterly payroll reports, and interfacing with other City employees and citizens. This position does not provide direction to other employees.

Essential Duties and Responsibilities

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Responsible for accurate preparation of the City payroll process to include verifying hours and transactions, pay codes, payroll tax deductions, retirement deductions, supplemental wages, insurance benefit deductions to maintain compliance and accuracy in payroll processing.
• Maintains compliance with federal, state, and local payroll regulations by staying up to date on legislative and tax changes.
• Assesses the impact of regulatory updates, assists with implementation of necessary system and procedural adjustments to ensure payroll compliance requirements.
• Processes payroll by auditing timesheets, hours type code and calculations, direct deposits, ACH file and reports, posting changes to payroll information, maintaining payroll and transfer journals, and coordinating with the Finance Department to provide tax, social security, and other requested information.
• Assists with the administration of payroll accounts payable batch, ensuring timely processing of child support payments, wage levies, insurance payments, and dues. This includes assisting accounts payable with processing payroll checks and reporting.
• Assists with the generation monthly and quarterly payroll reports, including the Texas Municipal Retirement report and payment transfers, 941 reports and payments, workers' compensation, and Texas Workforce Commission reports. Submit all reports to the appropriate personnel for review and approval.
• Provides departmental and customer service support by answering payroll related telephone calls, preparing correspondence, communicating with external and internal customers, resolving issues and complaints and disseminating information to departments.
• Responsible for filing payroll documents in a timely manner.
• Audit and maintain a variety of files and filing systems; prepare, maintain and update various records; verify and distribute information as requested.
• Provide clerical support to assist department staff in the completion of their duties and responsibilities.
• Regular and consistent attendance for the assigned work schedule is essential.
• Performs other duties as assigned.

Skills, Knowledge, and Abilities

Knowledge of:

• City rules, regulations, policies, and procedures.
• Accounting and payroll terminology and methods.
• IRS, Social Security Administration, FLSA and EEOC guidelines.
• City transaction practices and procedures.
• Clerical accounting and payroll principles, practices and procedures.
• Modern office practices, procedures, and equipment, including financial application software.

Skill in:

• Providing outstanding customer service and conflict resolution.
• Operating a personal computer utilizing a variety of business software.
• Maintaining complex accounting and payroll records.
• Data entry.
• Basic mathematics and 10-key.

Ability to:

• Possess high efficiency in calculations, proofreading, 10-key and organizational skills.
• Maintain positive relationships with City staff and sustain an effective working relationship with employees encouraging interdepartmental cooperation.
• Prepare accurate detailed accounting reports.
• Work effectively in a high-pressure environment with changing priorities.
• Effectively communicating in both oral and written format.
• Make mathematical computations quickly and accurately.
• Work independently in the absence of supervision.

Minimum Job Requirements

• Associates Degree in Finance, Accounting, or related field and two or more years of related experience. An equivalent combination of education and experience may be considered.
• Preferred experience includes working in the public sector and/or using public sector software applications.
• Must be bondable.

Physical Requirements/Work Environment

Work is performed in a climate-controlled office and requires sitting for extended periods of time, with occasional bending, stooping, twisting and reaching above the shoulder, lifting and carrying objects weighing up to 25 pounds may be required.