Payroll Associate

Payroll Specialist

This is a responsible technical and administrative position involving complex professional payroll work related to the operation and maintenance of the City's automated payroll system. Responsibilities include processing biweekly and pension payrolls, analyzing and validating payroll data, transmitting electronic payment and tax files, reconciling payroll-related transactions, maintaining accurate payroll and personnel records, and supporting regulatory compliance. The position requires the interpretation and application of City and departmental policies and procedures, as well as applicable federal, state, and local laws and regulations. Work is performed under continuing deadlines and requires a high degree of concentration, accuracy, confidentiality, technical expertise, and independent judgment within an automated payroll environment.

Starting Hourly Pay: $22.472827

Essential Functions

• Analyzes payroll data for accuracy and compliance and prepares related entries for payroll and pension processes, including but not limited to payroll, general deductions, supplemental pay, and benefit deduction adjustments.
• Audits and verifies data impacting payroll results entered by Timekeepers, Benefits, Risk Management, Retirement Services, and Human Resources staff, coordinating corrections as necessary.
• Performs detailed calculations to analyze and validate retroactive and current-period health and pension insurance deduction prorations, as well as adjustments to health benefit payments for manual payroll system payline entry.
• Establishes, maintains, and coordinates the processing of automatic earnings, retroactive pay adjustments, leave accruals, sick leave pools, garnishments, refunds, and payroll corrections.
• Demonstrates working knowledge of integrated HRIS modules, including payroll, time and labor, workforce management, benefits administration, benefits billing, and COBRA, and understands the interrelationships and downstream impact these systems have on payroll and pension processing.
• Processes, validates, and coordinates the distribution of biweekly payroll, off-cycle payments, pension checks, refunds, and rollover transactions.
• Verifies, documents, and transmits electronic data files related to direct deposits, tax payments, deferred compensation, health coverage, and other payroll-related functions.
• Assumes significant responsibility for the accurate and timely transmission of multi-million-dollar direct deposit files, payroll tax payments, and other electronic payroll-related data files.
• Coordinates with federal, state, and local agencies and courts regarding child support orders, garnishments, and related matters.
• Prepares accurate wage statements and payroll-related data for Workers' Compensation claims and provides statistical and payroll information to external agencies as required.
• Prepares and files payroll-related regulatory reports, including quarterly tax filings, unemployment insurance reporting, and related compliance documentation for federal, state, and local agencies.
• Performs annual payroll system testing and validation activities.
• Prepares and processes annual payroll tax forms and related reporting requirements.
• Verifies the integration of payroll data into the City's Oracle financial system through the general ledger interface.
• Processes cash receipt reports and prepares receipt information for entry into the City's financial system.
• Prepares check requests for payment of payroll deductions through the Accounts Payable process.
• Prepares payroll-related journal entries and reconciliations for the general ledger and specialized payroll accounts.
• Maintains the City's banking institution online Fraud Manager cash management system for manual payroll and pension checks.
• Recommends and assists in developing procedures to improve operational effectiveness and efficiency.
• Serves as a liaison with department payroll Timekeepers, Benefits, Risk Management, Retirement Services, and Human Resources staff to ensure accurate payroll processing.
• Communicates regularly with departments to ensure accurate time reporting, approvals, and compliance with payroll deadlines and procedures.
• Responds to inquiries from employees, regulatory agencies, and external organizations regarding payroll-related matters and resolves issues as appropriate.
• Research and resolve issues related to direct deposit processing, including rejected transactions, closed or transferred accounts, supplemental manual payments, voids, and reissued off-cycle payroll checks.
• Reviews, analyzes, and resolves payroll discrepancies related to earnings, deductions, taxes, leave balances, and related payroll transactions.
• Maintains confidentiality of payroll records and sensitive employee information in accordance with applicable laws, regulations, and City policies.
• Maintains payroll records and reports to research and respond to subpoenas, verification requests, and other inquiries related to payroll information.
• Calculates final leave accrual payouts in accordance with applicable policies, contracts, and regulations.
• Ensures payroll processing compliance with collective bargaining agreements, City policies, and Human Resources and Payroll procedures.
• Evaluates payroll business processes and recommends operational improvements to enhance efficiency, accuracy, and effectiveness.
• May be required to participate in and/or facilitate training to support departmental or City initiatives and requirements.
• May be required to work overtime or alternate hours as necessary for the efficient operation of the department.
• This position is designated as mission critical and may be required to provide essential payroll support during emergencies or operational disruptions.

Qualifications (Education, Training and Experience)

• High school diploma from an accredited school or a GED.
• Three years of progressively responsible experience working in an automated payroll system.
• Must possess and maintain a valid driver's license.
• Must possess and maintain a valid telephone number.
• Preferable experience in pension processing, payroll reconciliation, deductions, taxes, direct deposits, and benefits administration.
• Bachelor's Degree or Payroll Certification preferred.

Knowledge, Skills, Abilities

Knowledge

• Payroll processing principles, procedures, and internal controls.
• Payroll tax regulations, garnishments, benefits administration, and compliance requirements.
• Automated payroll and financial systems, including PeopleSoft, Oracle, and BI Publisher.
• Applicable federal, state, and local payroll laws, regulations, and reporting requirements.
• Modern office software, systems, equipment, and business practices.
• City personnel policies and payroll procedures.
• Regulatory requirements and legal standards related to payroll operations.

Abilities

• Analyze and evaluate payroll and accounting-related issues and develop appropriate solutions.
• Perform complex arithmetic computations accurately and efficiently.
• Demonstrate strong critical thinking and analytical skills.
• Research information and analyze data to arrive at valid conclusions and recommend appropriate courses of action.
• Understand and carry out complex oral and written instructions.
• Prepare and complete regulatory reports and payroll documentation accurately and timely.
• Communicate effectively both orally and in writing.
• Maintain confidentiality of sensitive payroll and employee information.
• Prioritize multiple assignments while meeting strict payroll deadlines.
• Identify discrepancies and implement corrective actions.
• Work independently with minimal supervision.
• Establish and maintain effective working relationships with employees, departments, regulatory agencies, and external organizations.

Working Environment/Physical Requirements

• Sedentary work that involves walking or standing sometimes, exerting up to 10 pounds of force regularly, and routine keyboard operations.
• No significant exposure to environmental hazards.
• Normal visual acuity, field of vision, hearing, speaking, color perception, sense of smell, depth perception, and texture perception.

This job description outlines the general nature and level of work and is not intended to be an exhaustive list of duties or qualifications. Management reserves the right to modify or assign additional responsibilities as needed.

All City of Lakeland positions are subject to testing (e.g. written, oral, performance, computerized, interview, and/or any combination). Candidates selected for testing will be notified via email or telephone. Please check your e-mail and telephone messages regularly, including "junk" folders. Test times and locations to be announced.

The City of Lakeland is an equal opportunity/equal access employer and a drug free workplace.