Payroll Specialist

Position Scope

Under general supervision, performs a variety of technical and accounting duties involved in the processing of the City's payroll, to include calculating all wage assignments, reconciling payroll against submitted department time records, and calculating and remitting all applicable withholding liabilities. Prepare and submit quarterly and annual federal and state payroll reporting returns in accordance with federal and state regulations. Provides customer service related to payroll, and other finance related areas.

Primary Duties and Responsibilities

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Reviews and audits time records from all City employees to reconcile errors; makes corrections as necessary; ensures compliance with MOU's, City policies, pay schedules, and Federal and state regulations; reconciles time records to payroll systems reports;
• Calculates, processes, reviews, submits and distributes accurate direct deposit files and paychecks for City's bi-weekly payrolls, within strict timelines; reviews errors reports and make adjustments to resolve problems; processes and reviews retroactive payments and deductions as needed;
• Calculates and remits all applicable withholding liabilities for all City employees on a timely basis, including, but not limited to: quarterly and annual federal and state payroll reporting returns, FICA, Medicare, retirement, insurance, and other related charges;
• Calculates and inputs wage assignments including garnishments, support orders, and tax levies; answers employees and outside entities questions related to wage assignments;
• Processes termination checks in compliance with various government guidelines and pension plans;
• Responds to payroll-related inquiries from City departments, employees, and from outside agencies regarding tax withholdings, direct deposits, leave accruals, etc.;
• Assists in preparing fiscal year end closing reports and the City's Comprehensive Annual Financial Report (CAFR) by providing payroll information as requested;
• Researches and remains current on federal and state payroll tax law changes, pension, benefit, and other applicable laws and regulations affecting payroll administration;
• May prepare payroll projection analysis during annual budget process;
• Coordinates payroll processing cycles and changes with designated department payroll contact;
• Maintains records and files associated with payroll systems, and related transactions;
• Processes accounting and financial transactions for the City in compliance with all applicable City rules, regulations and ordinances;
• At the end of the calendar year balances all reports and ensures W-2s are distributed to employees in accordance with IRS regulations;
• Reviews source documents for compliance to rules and regulations; determines proper handling of financial and technical transactions within designated limits;
• Provides various payroll related reports to other departments as requested;
• Assists citywide end-users; provides information and explanations regarding adjusting time record entries, prior pay period corrections, payroll policies and procedures;
• Performs Tyler/Munis testing for any system changes, additions, deletions, and upgrades; works with Information Technology to ensure Tyler/Munis supports end-user needs;
• Assists IT Department in developing and preparing Tyler/Munis payroll training documents;
• Assist Finance staff as needed;
• Performs other duties as assigned or required.

Minimum Qualifications & Position Requirements

Education and Experience:

High School diploma or GED equivalent, and two (2) years of accounting experience including at least six months of payroll processing experience; OR an equivalent combination of education and experience. Experience with Tyler/Munis preferred.

Necessary Knowledge, Skills and Abilities

Knowledge of:

• Municipal policies and procedures.
• Applicable federal and state laws and regulations pertaining to payroll administration.
• Payroll processing and accounting rules and procedures.
• Applicable miscellaneous payroll deductions, such as garnishments, health savings accounts, deferred compensation plans.
• Computerized payroll and financial systems, spreadsheets and other office related software.
• Municipal budget methods and procedures.
• Financial record keeping and reporting methods and procedures.

Skill in:

• Data entry and mathematical calculations.
• Maintaining accurate and interrelated financial records, and identifying and reconciling errors.

Ability to:

• Work independently in all aspects of computerized payroll processing.
• Maintain complete confidentiality, within guidelines, of all payroll and human resources records.
• Mathematically calculate payroll information.
• Interpret and apply related payroll Generally Accepted Accounting Principles.
• Maintain records efficiently and accurately and prepare clear and concise reports.
• Analyze financial data, and reconcile accounts.
• Use logical and creative thought process to develop solutions according to written specifications and/or oral instructions.
• Establish and maintain effective working relationships with other City employees, and the public.
• Communicate effectively both orally and in writing.

Additional Information

Physical Demands / Work Environment: Standard office environment.

Reports To: Chief Financial Officer or designee

Work Schedule: Monday - Friday, 8:00am - 5:00pm

Employee Benefits & Wellness

The City offers a comprehensive benefits package to full-time classified and management employees. Part-time classified employees may be eligible for select benefits where defined.

For complete Benefit Plan & Wellness Information, please visit the City website at:
Benefits & Wellness

City benefit plans are subject to change at any time.
Closing Date/Time: 6/6/2023 6:00 PM Mountain