Accountant II (Payroll Administrator) (N13)

Payroll Administrator

Annapolis is seeking a detail-oriented and reliable Payroll Administrator to support the Finance Department's payroll operations. This position reports directly to the Payroll Manager and plays a key supporting role in the accurate and timely processing of bi-weekly payroll for all City employees. The Payroll Administrator will assist with payroll data entry, timesheet verification, recordkeeping, and employee inquiries. This role also provides backup coverage for the Payroll Manager during absences or peak workload periods. The ideal candidate is organized, comfortable working with numbers and payroll systems, and eager to grow within a municipal finance environment. The City's Finance Department is actively modernizing its operations – standardizing processes, developing formal Standard Operational Procedures (SOPs), and strengthening internal controls. The Payroll Administrator will contribute to this effort by following established procedures and assisting in the documentation of payroll workflows.

Essential Job Functions

Payroll Processing Support • Assist the Payroll Manager with bi-weekly payroll processing for 700+ City employees, ensuring accuracy and adherence to deadline. • Review and verify employee timesheets for completeness, proper supervisor approvals, accurate leave and overtime reporting • Enter and maintain payroll data in the City's payroll and Human Resources Information System (HRIS), including new hires, separations, pay rate changes, deductions, and direct deposit updates. • Ensure accurate application of shift differentials, overtime, and union contract provisions under the direction of the Payroll Manger. • Process payroll adjustments, corrections, and retroactive pay calculations as needed Recordkeeping & Compliance • Maintain organized and accurate payroll records in accordance with City retention requirements and applicable federal, state, and local regulations • Assist with the preparation of quarterly and annual payroll tax filings, including W-2 distribution. • Support the reconciliation of payroll deductions for benefits, retirement contributions, garnishments, and union dues. • Assist with audit preparation by compiling payroll documentation and responding to audit requests under the direction of the Payroll Manger Employee Support & Communication • Assist employees with questions regarding pay stubs, deductions, leave balances, and direct deposit setup. • Coordinate with HR on employee changes including onboarding paperwork, benefit enrollments, and separation processing as they relate to payment. Backup & Cross-Training • Serve as backup to the Payroll Manager during absences, ensuring continuity of payroll operations. • Cross-train on key payroll functions to provide coverage across all phases of the payroll cycle. • Assist with payroll-related wire processing and disbursement activities as directed. Systems & Process Support • Assist with data entry, reporting, and basic system administration tasks in City's payroll, HRIS, and Enterprise Resource Planning (ERP) platforms. • Support the development and maintenance of SOPs for payroll functions. • Identify and communicate potential process improvements to the Payroll Manager.

Qualifications

Knowledge, Skills, and Abilities • Basic knowledge of payroll processes, payroll tax withholding, and timekeeping practices. • Proficiency in Microsoft Excel and general office software. • Strong attention to detail and accuracy in data entry and numerical work. • Good organizational and time-management skills, with the ability to meet recurring deadlines. • Effective written and verbal communication skills. • Ability to handle confidential employee information with discretion. • Willingness to learn municipal payroll systems and public-sector payroll practices. Minimum Qualifications • Associate degree in Accounting, Finance, Business Administration, or a closely related field from an accredited institution; or • Minimum 3 years of payroll, accounting, or related administrative experience. Preferred Qualifications • Experience in a city, county, or state government payroll environment. • Prior involvement in payroll system optimization, post-implementation stabilization, or large-scale system upgrades. • Knowledge of Maryland employment and payroll statutes. • Experience managing payroll in a multi-union environment. • Familiarity with ERP general ledger and journal entry workflows.

Employment Conditions

Physical Demands: The work is primarily sedentary, requiring the exertion of up to 10 pounds of force occasionally to move objects. Essential physical abilities include manual dexterity for repetitive motions and reaching, as well as the visual and auditory acuity needed to perceive information and operate office equipment. The position also requires high mental acuity to make rational decisions through sound logic and deductive processes.

Work Environment: Work is performed in a safe and secure work environment.