Payroll Associate

General Description Of Class 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. General Description Of Class 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. Please note this posting is "Continuous" and can close at ANY TIME WITHOUT NOTICE. Starting Hourly Pay: $24.069269 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. Special Requirements 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. City of Lakeland 2026 Summary Sheet Annual Leave Annual leave is accumulated bi‑weekly and based upon years of service as follows: Annual leave may be taken as earned by employees hired after January 1, 1989. Employees hired prior to that date use annual leave within the calendar year following the year the leave is earned. All employees may carry over up to a maximum of twenty (20) days at the end of the calendar year. Regular part‑time employees who work at least twenty (20) hours per week accrue annual leave at the rate of four (4) hours per month.* Sick Leave Sick rate is accrued biweekly based upon years of service and standard hour classification. Eligible for use as soon as earned. Regular part‑time employees who work at least twenty (20) hours per week accrue sick leave at the rate of four (4) hours per month. NOTE: REGULAR employees with a working day other than eight (8) hours, please contact your supervisor regarding these policies. Sick Leave Pool Allows employees to receive sick leave benefits in cases involving catastrophic or long‑term illnesses or injuries after all personal leave time has been depleted. Regular full‑time employees contribute eight (8) hours and Regular part‑time employees contribute four (4) hours on an annual basis. Employees must have completed one full year of service on or before December 31st of the calendar year enrollment; and have accumulated at least forty (40) hours of sick time (twenty (20) hours for Regular part‑time employees). Participation in this program is voluntary. For more information contact Amanda Kaiser at 834‑8768. Family & Medical Leave Federal legislation guarantees up to twelve (12) weeks per year off work under certain circumstances outlined in the policy manual. The employees must have been employed by the City for at least twelve (12) months and have at least 1,250 hours of service during the 12‑month period before the requested leave. The City will continue its group life and health insurance for an employee on leave at the same level and under the same conditions that existed while the employee was working. For more information contact Dawn Justice at 834‑6038. Pension Plan Provision for retirement income requiring mandatory participation for full‑time regular employees. Defined Benefit Plan Plan C Employee 4.52% Employer 15.54% OR Defined Contribution Plan Executives, New Hires aged 52 and older, and Fire/Police Recruits Employee 8.5% or 11% per election upon hire Employer 15.54% Deferred Compensation 457 Plan A voluntary plan that is invested in mutual funds. The Employees' Pension Board performs the due diligence on the mutual funds. Employees may reallocate their account at any time. Maximum contribution for 2026 is $24,500; employees age 50 or older can also add a "catch‑up" amount of $8,000; employees age 60‑63 can also add a "catch‑up" amount of $11,250. Additionally, a match of up to 5% of salary is offered by the City in Plan C. Holidays Twelve (12) holidays, includes one (1) personal floating holiday to be used at any time after three (3) months of employment and prior to the end of the calendar year. Funeral Leave Up to three (3) days off with pay due to death of an immediate family member (as defined in the policy manual). Up to four (4) hours off with pay may be obtained through supervisor approval to attend local funeral services of persons other than immediate family. Jury/Witness Duty Employees required to serve on jury duty will be relieved of responsibility for their regular work shift or portion thereof and receive full pay while serving. All fees received for such service may be retained by the employee. Employees subpoenaed to any civil or criminal court proceeding, which employee is not personally or monetarily interested, shall be paid as if engaged in regular work activities. Military Leave Allows for up to 240 hours in any one calendar year for annual military training without loss of pay or benefits for any employee in some type of reserve status for the United States Armed Forces. (see policy manual for additional information). Maternity Leave Refer to Family & Medical Leave for those employees who qualify. Others may take up to three (3) months leave of absence available upon approval of the Department Head. Employees may opt to utilize any combination of paid (sick or annual leave) or unpaid leave. Leave of Absence Without Pay Written requests are subject to approval by Department Head and City Manager or designee for less than ninety (90) days. Requests for more than ninety (90) days also require Civil Service Board approval for employees in a Civil Service classification. Longevity Pay Tuition Reimbursement Program provides employees up to $2,500 per fiscal year (October 1 through September 30) for reimbursement of tuition of approved college, university, vocational, or correspondence classes upon completion with a grade of "C" or better in credit courses only. Full reimbursement is given for courses and fees, upon approval. The program does not include reimbursement for cost of books, supplies or other related expenses. For more information, contact Melissa Yelnick at 834‑6844. Suggestion Awards A program designed to provide a consistent and organized method for employees to submit and be rewarded for constructive ideas for improvement. Maximum award is $1000. For additional information, contact Employee Engagement and Development at 834‑6837. Direct Deposit of Paycheck An account must be established with the institution of your choice prior to signing up for direct deposit. Uniforms/Equipment Uniforms issued at no cost to employees for those job classifications which require them. Equipment is issued to employees at either no cost or discounted cost depending upon job classification. Parking Free while at work. Break Periods Employees may be permitted two (2), fifteen (15) minute breaks during the workday. The time shall be at the discretion of the supervisor. For Information on Health Insurance, Dental, Vision, and Life Insurance please contact Benefits at 834‑6797. For Information on Retirement Benefits, contact the Retirement Services at 834‑8765 or 834‑8797. For Information on Firefighter and Police Officer Retirement Benefits, contact Foster & Foster at View phone number on click.appcast.io. 01 Yes No 02 Yes No 03 Please provide a narrative supporting your answer to the above question. Be sure to include specific job title(s), job duties, organization(s) and the dates where the work was performed. Note: The employers and dates of employment you list here must also be included in the "Work Experience" section of this job application. 04 Florida driver's license I have an out-of-state driver's license I do not have a valid driver's license 05 Please describe your experience with payroll processing. If none, type N/A. 06 Please describe your experience with pension payroll processing. If none, type N/A. 07 Please describe your experience with PeopleSoft or other HRIS, Oracle and BI Publisher including length of time using them and proficiency level. If none, type N/A. 08 Please describe your experience in pension processing, payroll reconciliation, deductions, taxes, direct deposits, and benefits administration. If none, type N/A. 09 Yes No Required Question #J-18808-Ljbffr City of Lakeland