Payroll Administrator

Job Title

This position will remain open until filled, with applications reviewed on an ongoing basis. This job posting may be removed at any time without prior notice. Interested applicants are encouraged to apply as soon as possible for full consideration.

Under general supervision, to perform a variety of technical and clerical duties involving financial record keeping; process the biweekly payroll, which includes civil-service Police and Fire, in a timely and accurate manner; provide related technical assistance to the Finance Department and City staff; perform other duties as assigned.

DISTINGUISHING CHARACTERISTICS:

Employees within this class perform and administer duties requiring a high degree of analysis, individual judgment and confidentiality in the administration of payroll activities. Employees must be able to adapt in an environment in which specific parameters change frequently in accordance with evolving City policies, federal law, and software modifications. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Employees must be able to function effectively in an environment often involving sensitive issues of employee pay as well as the close scrutiny and potential for significant financial penalties exacted upon the City by various agencies of government, particularly the Treasury Department.

Duties and Responsibilities

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

• Prepare and process bi-weekly payrolls, along with all related reports; process all necessary payroll adjustments; audits payroll to ensure it satisfies internal controls and regulatory requirements.
• Prepare and reconcile 941 quarterly reports.
• Maintain the timekeeping software system of record
• Maintain payroll files in accordance with federal and state regulations to include accruals on leave balances. Respond to open records requests. Administer record retention procedures including tracking and the facilitation of destruction of documents according to retentions schedules and applicable laws.
• Act as a liaison between the payroll function and City employees; address employee questions regarding payroll policies and programs; provide employees with direction and information needed to accurately complete forms and time sheets.
• Assist with W2 processing, including researching, identifying, reconciling and correcting reported W-2 wages and withholdings, as applicable.
• Prepare regular and special reports for payroll and employee related information as scheduled or requested.
• Research, evaluate and report on historical payroll and employee related information as requested by authorized employees, former employees, city management or others.
• Prepare and process biweekly, monthly, quarterly, and annual reports as needed for FR&R, Empower, TMRS, Workers Compensation, Bureau of Labor Statistics, and the Texas Workforce.
• Prepare documentation for annual Workers Compensation audit.
• Prepare and reconcile Daily Cashiering Receipts related to the end of day processing.
• Reconcile assigned general ledger accounts.
• Develop or modify written procedures related to the payroll process.
• Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner.
• Perform general office duties to include filing, photocopy, fax, memos and letters.
• Perform other duties as assigned.

EMPLOYMENT STANDARDS:

Knowledge of:

• Bookkeeping principles and practices to include verification of time sheets and salary changes, as needed to prepare or maintain accurate records and reports.
• Payroll policies and procedures to include those related to time keeping and time reporting as needed to ensure employees are compensated correctly and leave balances are accurately maintained.
• Accrual rules such as the rate at which annual, sick, and compensatory leave are accrued and the procedures for requesting, using and reporting leave as needed to accurately calculate and report employee time.
• Local, state, or federal laws, codes, regulations or legislative acts pertaining to employee benefit or payroll programs to include keeping records for audit and verifying reports generated by the computerized payroll system as needed to process payroll as required for state, federal, and local entities.
• Payroll and personnel related forms to include the proper manner to complete and process forms as needed to complete payroll forms and other administrative forms.
• Payroll procedures and practices to include the procedures for processing temporary and permanent employees, part-time and full-time employees, exempt and non-exempt employees, and bi-weekly employees as needed to calculate employee time and document employment status.
• Employee leave type accumulations to include the types of leave and rate of accumulations as needed to calculate employee time.
• Administrative and clerical procedures and systems such as word processing, filing and record management systems, and other office procedures and terminology as needed to maintain the accuracy and confidentiality of employee records.
• Computer software applications such as Microsoft Excel, Word, Outlook, Internet and mainframe applications as needed to figure and report employee time and access personnel forms.

Ability to:

• Use mathematical applications such as addition, subtraction, multiplication, division, percentages, and fractions as needed to calculate employee time accumulated and used.
• Perform key entry of alpha or numerical material.
• Enter data accurately and quickly using a computer keyboard as needed to enter payroll figures in the computer.
• Explain complex payroll procedures and concepts.
• Communicate in writing to include the use of standard English grammar, spelling, punctuation and sentence structure and logical ordering of ideas as needed to compose documents such as memo and letters and to effectively communicate with others.
• Interpret complex data such as spreadsheet computations, charts, and graphs as needed to aid in interpreting payroll data.
• Operate office equipment such as copiers, fax, printers, and telephones at an acceptable level as needed to maintain the efficiency of the office.
• Maintain attention to detail as needed to calculate, figure, input employee time, and maintain employee records.
• Make competent decisions and exercise good judgement.
• Maintain and ensure the confidentiality of employee personnel files and contents.
• Establish and maintain effective working relationships with supervisors, department office employees or other agencies to include tact, courtesy, and diplomacy as needed to provide and request information relative to payroll issues.
• Manage time and projects as needed to meet bi-weekly, monthly, quarterly and annual deadlines
• Trace mathematical errors in payroll records as needed to locate and correct payroll discrepancies.

Requirements

Education, Training and Experience:

Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job may be considered.

• High school diploma or GED required; Bachelor's degree in Accounting, Finance, Public Administration, Business Administration, or related field preferred. Degree or equivalent combination of work experience, preferred.
• Minimum of (1) one year of automated payroll processing using payroll processing software, preferred.
• Minimum of (2) two years of administrative experience, preferably in accounting, finance, or human resources related field.

Licenses and Certificates:

• Fundamental Payroll Certification, preferred

Supplemental Information

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists.

Specific vision abilities required for this job include close vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals.

Work Environment: