Payroll Specialist

Salary: $78,174.00 - $109,996.00 Annually
Location : Village Hall, 510 Green Bay Road, Winnetka, IL
Job Type: Full-time
Job Number: 20261019
Department: Finance
Opening Date: 10/19/2026


General Purpose
The Payroll Specialist oversees and administers the Village's payroll functions, including the bi-weekly employee payroll and monthly Police and Fire pension payrolls, ensuring accurate and timely compensation and reporting for a diverse municipal workforce. The position interprets and applies collective bargaining agreements and Village policies, maintains payroll records, prepares payroll tax filings, reconciles payroll and benefits to the general ledger, and assists employees and departments with payroll inquiries. Working closely with Human Resources, the Payroll Specialist resolves discrepancies, supports compliance and internal controls, recommends process improvements, and supports the annual budget, financial reporting, and audit processes. The role requires sound judgment, discretion, and the ability to manage sensitive information.

Essential Functions

• Administer the Village's bi-weekly payroll and monthly Police & Fire pension payrolls using the ERP system in an accurate and timely manner.
• Review timekeeping records, earnings, deductions, and payroll exception reports; identify and investigate discrepancies, and coordinate corrections with departments and Human Resources before payroll is finalized.
• Maintain and verify employee payroll information, including authorized pay rates, deductions, tax withholding elections, deferred compensation contributions, and employment status changes.
• Review child support orders, wage garnishments, tax levies and other withholding orders for validity; calculate and apply deductions in accordance with applicable federal and state limits.
• Calculate and process compensation changes, including salary adjustments, retroactive pay, overtime, special payments, and final payouts, by interpreting and applying collective bargaining agreements and Village policies.
• Maintain and reconcile paid leave accruals, usage, balances, and annual rollover, including the annual accrual loading for all Village employees, in accordance with collective bargaining agreements and Village policies.
• Prepare payroll journal entries and remit payroll deductions and benefit contributions to third parties, such as retirement plans, unions, benefit providers, and garnishment and child support agencies.
• Reconcile payroll expenditures, deductions, liabilities and related accounts to the general ledger; investigate and resolve discrepancies.
• Reconcile monthly employee and retiree benefit invoices, including medical, dental, vision and life insurance, to enrollment records, payroll deductions and the general ledger; investigate discrepancies and coordinate resolution with Human Resources.
• Prepare and submit required payroll tax returns, deposits and statements, including quarterly and annual filings such as Forms 941, IL-941, W-2 and 1099-R; research and resolve reporting discrepancies and notices from the IRS, Illinois Department of Revenue, and other agencies.
• Prepare payroll-related schedules and analysis for the annual audit, including the compensated absences and payroll liability schedules, and support financial reporting.
• Assist with position budgeting and the annual budget process; prepare compensation reports, personnel cost projections and analyses to support position budgeting, collective bargaining, and management decisions.
• Complete monthly and year-end personnel and compensation-related reports, including preparation of the annual Total Compensation Report; assist with other compensation-related reports and analyses as needed.
• Prepare and maintain annual payroll and holiday calendars.
• Respond to employee and retiree payroll inquiries professionally; research concerns, explain calculations, and coordinate timely resolution.
• Serve as point of contact and resource for departmental payroll processors on payroll system inquiries; set up and maintain pay codes, deduction codes and other payroll system configurations in coordination with Human Resources.
• Monitor payroll-related regulatory and reporting changes; perform annual year-end system updates, including tax tables, Social Security and Medicare wage limits, IMRF contribution rates and Tier II limits, and deferred compensation limits; and recommend procedural or system updates in coordination with Human Resources.
• Safeguard and maintain the confidentiality of sensitive payroll, financial and employment information, including Social Security numbers, wages, benefits enrollments, tax and deduction data and other confidential records, in compliance with applicable laws, policies, and internal controls.
• Maintain written payroll procedures and supporting documentation; cross-train designated backup staff to ensure continuity of payroll operations.
• Evaluate payroll processes and recommend improvements that strengthen accuracy, efficiency, internal controls and employee service.
• Assist with special projects, such as new software implementation, grant tracking and reporting, records retention, and FOIA requests, as needed.
• Serve as backup to other Finance staff, consistent with internal control requirements, as needed.
• Perform other duties as assigned.

Desired Minimum Qualifications

• Bachelor's degree or higher in accounting, finance, business administration, public administration, or related field; or an equivalent combination of education, training, and experience.
• Three (3) or more years of progressively responsible payroll experience, including processing complete payroll cycles, account reconciliations, and quarterly and annual reporting.
• Certified Payroll Professional (CPP) designation or Fundamental Payroll Certification (FPC) strongly preferred.

Other Requirements

• Knowledge of federal, state, and local laws applicable to payroll and public safety pension administration.
• Knowledge of employee benefits, leave accrual, and other contribution practices as they relate to payroll.
• Knowledge of governmental accounting principles, general ledger reconciliation, budgeting, and forecasting.
• Knowledge of municipal ERP and payroll systems, including system configuration.
• Advanced skill in Microsoft Excel, including complex formulas, pivot tables and financial databases.
• Skill in gathering, organizing and analyzing complex financial and payroll data.
• Skill in clear, professional written and verbal communication with employees, management and outside agencies.
• Ability to read, interpret and apply collective bargaining agreements, Village policies, statutes and regulations to payroll processes.
• Ability to exercise sound judgment, discretion, and independent decision-making when analyzing and resolving problems.
• Ability to maintain strict confidentiality of sensitive payroll, financial, and employee information, with a high standard of ethics.
• Ability to evaluate processes, recommend and implement improvements, and document procedures and train others.
• Ability to prioritize and manage multiple short- and long-term projects with competing deadlines.
• Ability to establish and maintain effective working relationships with employees, departments, vendors, consultants and outside agencies.

Village of Winnetka
Schedule: 8:30 a.m. to 5:00 p.m. Monday through Friday, 8 hours daily, 40 hours weekly.
Position Range : $78,174 - $109,996 annually
For questions or assistance, please contact Ann Eriksson, Human Resources Manager, at View phone number on click.appcast.io or View email address on click.appcast.io.
Insurance Benefits Effective 1/1/2026

• BlueCross BlueShield Health Insurance - PPO Plan 1 Highlights:
  • Deductible: $400 (per person, in-network)
  • Office Visit: $20
  • Co-Insurance: 90% (in-network), 70% (out-of-network)
  • Employee Rate (24 pay checks):
    • Employee Only: $65.57
    • Employee + 1: $131.14
    • Family: $187.21
• BlueCross BlueShield Health Insurance - PPO Plan 2 Highlights:
  • Deductible: $5,600 (per person, in-network)
  • Office Visit: Deductible applies, then $0
  • Co-Insurance: 100% (in-network), 80% (out-of-network)
  • Employee Rate (24 pay checks):
    • Employee Only: $50.43
    • Employee + 1: $100.86
    • Family: $143.98
• BlueCross BlueShield Health Insurance - HMO Highlights:
  • Deductible: Unlimited
  • Office Visit: $20
  • Co-Insurance: 100% (in-network)
  • Employee Rate (24 pay checks):
    • Employee Only: $46.31
    • Employee + 1: $92.65
    • Family: $132.22
• Delta Dental PPO:
  • Deductible: $50 (per person)
  • Annual Maximum: $1,500 (per person)
  • Employee Rate (24 paychecks)
    • Single: $0
    • Employee + 1 Dependent: $20.63
    • Family: $47.23
• EyeMed Vision Insurance:
  • Annual Eye Exam Co-pay: $0
  • Annual Frame Allowance: $200, plus 20% off the balance over $200
  • Annual Lens Allowance: $200
  • Employee Rate (24 paychecks)
    • Single: $0.00
    • Employee + 1 Dependent: $4.24
    • Family: $8.44
• Securian Life Insurance:
  • All employees receive Village-paid basic term life coverage valued at 1x base salary and Employee Assistance Program (EAP) services
  • Optional Life Insurance with Accidental Death and Dismemberment (AD&D) Coverage for Employees, Spouses, and Children is available for purchase (100% Employee-Paid)
• National Conference on Public Employee Retirement Systems (NCPERS):
  • Voluntary life insurance for Illinois Municipal Retirement Fund (IMRF) employees (optional for purchase)
• Discovery Benefits Flexible Spending Accounts (FSA):
  • Pre-tax dollars the employee may allocate to pay for qualifying out-of-pocket medical, dental, and vision expenses and for the care of dependents
• Securian Accident, Critical Illness, & Hospital Indemnity plans

Retirement Savings Plans

• Illinois Municipal Retirement Fund (IMRF):
  • Mandatory pension plan for non-sworn public employees.
  • Employees Contribute 4.5% of their wages bi-weekly (26 paychecks)
  • Voluntary Additional Contribution savings plan available
• MissionSquare (ICMA) Retirement Corporation:
  • Optional 457 Deferred Compensation Plan (pre-tax savings)
  • Optional Roth 457 Plan (post-tax savings)
  • Optional Roth IRA Plan (post-tax savings)
• Nationwide Retirement Solutions:
  • Optional 457 Deferred Compensation Plan (pre-tax savings)

Paid Leave

• Sick Leave:
  • 12 sick days per year
  • Maximum sick leave accrual is 180 days
• Vacation Earning Schedule:
  • 1st - 4th year: 10 days
  • 5th - 7th year: 1 additional day (14 days at 8th year)
  • 9th year: 15 days
  • 10th - 13th year: 1 additional day (20 days at 14th year)
  • 15th - 21st year: 21 days
  • 22nd year: 22 days
  • 23rd year: 23 days
  • 24th year: 24 days
  • 25th & subsequent: 25 days
  • Employees can carry over one year's earning of vacation days
• Personal Days:
  • 5 personal days each calendar year (cannot be carried over year-to-year)
• Village Holidays:
  • New Year's Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • Day After Thanksgiving
  • Christmas Eve
  • Christmas Day

Other Benefits

• Commuter Benefits
  • Employees utilizing public transportation to commute to work may use pre-tax dollars to pay for transit passes and qualifying rideshare expenses
• Tuition Reimbursement
• Professional Development

01


Please describe your experience with processing payroll, include approximate number of employees supported, payroll frequency, and whether you independently processed payroll or assisted others.
02


Describe your experience administering payroll for employees covered by a collective bargaining agreement or other complex pay arrangements.
03


What payroll, timekeeping, and/or financial software have you used?
04


How did you learn of this position?

• Village of Winnetka Website
• GovernmentJobs.com
• ILCMA Website
• WCMA Website
• Indeed
• Referral
• Other

05


If you selected 'Other' please state how you learned of this position otherwise type N/A.
Required Question