Payroll Specialist II

Make a difference in the community you live in! As a Community Builder—an employee with the City of Gainesville— you will have a direct hand in building and improving your community and making a visible impact on the lives of your neighbors. Working for local government is more than a job, it’s a chance to contribute to community success and to help enhance the Gainesville way of life. Department: GG_Financial Services: Accounts Payable Salary Range Minimum: $21.59 Salary Range Maximum: $34.88 Closing Date: 08/11/2026 Job Details: Performs technical and moderately complex payroll accounting work, including processing biweekly payroll for all active employees and monthly payroll for retirees. Gathers and verifies payroll data, calculates and enters employee earnings, deductions, and adjustments, and ensures compliance with all applicable laws and City policies. Reviews tax withholdings, manages garnishment and deduction requests, and reconciles payroll data for accuracy and timeliness. Exhibits strong attention to detail, confidentiality, and the ability to analyze and resolve payroll discrepancies independently. Positions allocated to this classification report to a designated supervisor or coordinator and work under general supervision commensurate with the level of knowledge and experience. Work in this class is distinguished from higher classifications by its focus on recurring payroll functions and absence of supervisory responsibility, and from lower classifications by more complex analytical duties and independence in problem solving. Job Description Summary Performs technical and moderately complex payroll accounting work, including processing biweekly payroll for all active employees and monthly payroll for retirees. Gathers and verifies payroll data, calculates and enters employee earnings, deductions, and adjustments, and ensures compliance with all applicable laws and City policies. Reviews tax withholdings, manages garnishment and deduction requests, and reconciles payroll data for accuracy and timeliness. Exhibits strong attention to detail, confidentiality, and the ability to analyze and resolve payroll discrepancies independently. Positions allocated to this classification report to a designated supervisor or coordinator and work under general supervision commensurate with the level of knowledge and experience. Work in this class is distinguished from higher classifications by its focus on recurring payroll functions and absence of supervisory responsibility, and from lower classifications by more complex analytical duties and independence in problem solving. Examples of Work This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower-level duties may be required. Essential Job Functions Processes biweekly payroll for all employees and monthly payroll for retirees in compliance with City policies and Federal and State regulations. Reviews payroll registers, time reports, and deduction records for accuracy and completeness prior to processing. Prepares, verifies, and maintains employee tax withholding and deduction data for Federal, State, and local compliance. Processes and maintains accurate records of garnishments, levies, and other court-ordered deductions. Forwards payment requests related to wage garnishments and other court-ordered deductions to Accounts Payable for disbursement. Responds to inquiries from employees and departments regarding pay, leave, deductions, and taxes, and provides timely resolution or clarification. Assists in reconciling payroll accounts, verifying that wages, deductions, and benefits are correctly posted and reported. Supports preparation and submission of required payroll-related reports to external agencies, including IRS and State filings. Participates in audit preparation by compiling payroll data, schedules, and supporting documentation. Maintains confidentiality of all payroll and personnel-related information in accordance with City policy. Utilizes Microsoft Excel to create pivot tables, analyze data trends, and prepare payroll-related summaries and reports. Assists in testing or implementation of payroll system upgrades or procedural changes as directed. May serve as a backup within the accounts payable area as needed to ensure continuity of operations. Complies with all organizational, Federal, and State policies, procedures, and regulations. Attends work on a continuous and regular basis. Non-Essential Job Functions May aid other personnel in the analysis and research of financial data and in the preparation of regular and special fiscal reports. Performs other related duties as assigned. Qualifications To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Below are the required education, experience, knowledge, skills and abilities to perform the essential functions. Education and Experience Graduation from high school or possession of an acceptable equivalency diploma, and three (3) years of progressively responsible experience in payroll processing, accounting, or a related field; or An Associate’s degree or certification from an accredited college or university with major coursework in Accounting, Finance, Business Administration, or a related field, and one (1) year of experience in payroll processing or accounting; or An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities. Experience in an Enterprise Resource Planning (ERP) system, such as Workday, is preferred but not required. Prior experience with municipal payroll or public-sector labor agreements is desired but not required. Certifications or Licenses Licenses Must obtain a valid Florida Driver’s License within 30 days of appointment. Certifications None. Knowledge, Skills, and Abilities Knowledge of and ability to process routine and semi-complex payroll, including hours of work and overtime provisions of the Fair Labor Standards Act. Knowledge of financial operations, bookkeeping principles, and standard office procedures, routines, and equipment. Knowledge of and willingness to apply appropriate accounting principles and procedures to payroll functions. Knowledge of rules and regulations governing payroll and tax reporting. Knowledge of business English and arithmetic. Knowledge of City labor agreements and ability to interpret provisions affecting pay, leave, and scheduling. Ability to understand and perform time conversions between hours, minutes, and hundredths for accurate payroll processing. Ability to learn and apply more complex accounting principles, rules, and regulations. Proficiency in Microsoft Office applications, including Excel (pivot tables preferred), Teams, and PowerPoint. Ability to skillfully operate computers and other business machines, including a 10-key calculator. Ability to type a minimum of 40 words per minute with accuracy. Ability to analyze semi-complex payroll or accounting issues and recommend solutions. Ability to make mathematical calculations with reasonable speed and accuracy. Ability to organize work, establish priorities, meet deadlines, and follow up on assignments with limited supervision. Ability to maintain confidentiality of sensitive information. Ability to communicate effectively, both orally and in writing. Ability to work effectively and collaboratively with coworkers, department heads, elected officials, and representatives of other agencies. Physical and Environmental Requirements To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work-related environmental conditions. Physical Requirements While performing the duties of this job, the employee is often required to sit for prolonged periods. May on occasion require lifting, pushing, and/or pulling (less than 20 pounds). Work Environment May be required to work and attend meetings outside regular business hours. May require local travel to other General Government departments or locations within the Gainesville area. May also require travel for training outside of Gainesville, including out-of-state travel, as approved by management Note May Require Assessment(s). May fill multiple positions. May establish an eligibility list. Come join our team! All ‘regular’ employees are eligible for traditional benefits such as health insurance, life insurance, paid leave, 11 paid a holidays a year, a pension plan and a deferred compensation plan, but we also offer great things like on-site fitness centers, tuition reimbursement, on-site medical staff and a wellness program to keep you healthy and happy. Please note; benefits are not available for temporary employees. The City of Gainesville is an equal opportunity/affirmative action employer and does not discriminate in hiring. Minorities, women and individuals with disabilities are encouraged to apply. Individuals with a disability, who require special accommodations during the selection process, should notify the Human Resources Department at View phone number on click.appcast.io or TDD/TTY at View phone number on click.appcast.io. Veterans are encouraged to apply. Veterans’ Preference ensures that veterans and eligible persons are given consideration at each step of the selection process. However, preference does not guarantee that a veteran or other eligible person will be the candidate selected to fill the position. Section 295.07, Florida Statutes (F.S.) specifies who is eligible for Veterans’ Preference. State of Florida residency is not required for Veterans’ Preference. #J-18808-Ljbffr