Administrative Specialist - Payroll

City of Brainerd • Brainerd, MN

9d • Onsite

About The Position

This position prepares and processes the City’s bi-weekly payroll; maintenance of payroll/benefit transactions and records; assists with the implementation and communication of employee benefits plans; and supports the Human Resource Division by completing other duties as assigned. The nature of this work demands a very high level of accuracy. Works under general direction of the Finance Director and under the technical direction of the HR Director (or Department).

Requirements

• High school diploma or GED.
• Coursework in business, accounting, HR, Administrative Specialist or related field.
• Two years of responsible payroll, HR, and/or accounting experience.
• Secondary education coursework in office practices can substitute for up to one-half of the experience required.
• Equivalent combination of education and experience as determined by management.
• General knowledge of applicable accounting and payroll laws, regulations, policies, practices, procedures and guides.
• General knowledge of human resources and employee benefits principles, concepts and practices.
• Accepts responsibility, takes initiative, and works independently or as part of a team to accomplish tasks, often under strict time constraints.
• Ability to think logically, understand city’s policies and procedures, and an aptitude for math to provide the ability to compile, review, and tabulate financial data.
• Demonstrates strong organizational and time management skills with attention to detail.
• Must be able to handle multiple interruptions and adjustment of priorities throughout the day without compromising accuracy or efficiency.
• Ability to communicate courteously and tactfully, both orally and in writing, by representing the City in a positive and professional manner at all times with an internal/external customer-driven attitude; Provides friendly, courteous responses to coworkers, the public, external agencies, associates, and vendors.
• Remains calm and professional under difficult, sensitive, stressful / hostile situations; or when dealing with diverse individuals.
• Ability to maintain a high level of confidentiality regarding sensitive information and compliance with data practice laws.
• Ability to operate standard office equipment including, but not limited to, computer and department-required software, multi-line telephone system, and scanner/copy machine.
• Ability to create spreadsheets, compose correspondence, reports, forms and documents by typing and entering data accurately and at a reasonable rate of speed; accurately manages department files and records.
• Considerable knowledge of English vocabulary, spelling, grammar, sentence structure, punctuation and arithmetic.

Nice To Haves

• Experience and/or knowledge of Governmental Accounting
• Bachelor’s Degree in Business, Accounting, HR or related field
• experience with a computerized financial system
• knowledge of BS&A Software

Responsibilities

• Prepares and processes the City’s bi-weekly payroll and monthly Mayor, Council and Paid-on Call Firefighter payroll including the addition of new employees and all payroll changes entered into the payroll system; maintains the confidentiality of the data and associated information.
• Reviews activity in biweekly payroll for accuracy and compliance with internal policies, labor contracts, pay schedules, legal and contractual requirements, and approved accounting standards.
• Prepares bi-weekly, monthly, quarterly and year-end payroll reports for various agencies and all supporting documentation as required including tax withholding, unemployment, W2’s, Affordable Care Act required filings, and the annual PERA Exclusion Report.
• Process vendor payments and prepares data for the electronic transfer of direct deposits, federal and state tax deposits, PERA, and numerous payroll deductions; generates accounts receivable statements for applicable component units related to benefit and payroll administration.
• Assists with the annual open enrollment process; communicates to and follows up with employees to complete election process.
• Verifies proper completion of paperwork and enters employee benefit elections into payroll; scans and maintains payroll files in accordance with City’s Records Retention Policy.
• Keeps updated on payroll and HR laws by reviewing PERA, IRS and Social Security Administration bulletins and be the point person for payroll questions and/or issues.
• Maintains employee leave benefit records and accruals as assigned including compliance with FMLA and the Affordable Care Act employer directives. This includes but is not limited to tracking/monitoring employee hours and eligibility status.
• Monitors worker compensation wage loss reimbursements received and calculates employee payroll checks while on worker’s compensation.
• Monitors employees’ PERA coverage eligibility and deferred compensation programs.
• Calculates final compensation and benefit payments due to terminating employees including, but not limited to vacation, severance, compensatory time, sick leave and other compensation, as applicable.
• Prepares and maintains various schedules utilizing spreadsheet and database programs.
• Provides front counter and customer service backup coverage as needed.
• Attendance is an essential function of this position.
• Performs various tasks as assigned.

Benefits

• The City of Brainerd utilizes a performance-based pay system as noted above. Our system provides an opportunity for additional pay steps based on merit.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED