Payroll Administrator

Detroit Housing Commission•Detroit, MI

16d

About The Position

The Payroll Administrator manages and oversees bi-weekly payroll for all Detroit Housing Commission (DHC) employees, ensuring accuracy and compliance with applicable federal, state, and HUD regulations. The role administers payroll processes, analyzes payroll data, coordinates with contracted vendors, and implements procedures and controls that support Finance Department operations, compliance, reporting, and audit readiness. The position reports to the Controller and has no direct employee supervisory responsibilities. The role includes payroll reconciliations and reporting; administration of deductions, garnishments, employee leave balances, benefits-related payroll records, tax filings, and payroll costing allocations; and resolution of payroll notices and discrepancies. The Payroll Administrator also provides payroll guidance and training to staff and supervisors, collaborates with Finance and Human Resources on policy interpretation and process improvements, and performs certain additional finance and utility-related duties as assigned. The position works in indoor environments and uses payroll and office technology. Physical activities listed include sitting, walking, grasping or finger manipulation, lifting, carrying, pushing, pulling, standing, bending, and kneeling. Applicants must pass federal, state, and local criminal investigation clearances and a drug screening, be bondable, have a satisfactory work history, hold or be able to acquire a valid state driver’s license, and meet the agency’s insurance requirements.

Requirements

At least three years of relevant payroll processing experience.
Experience processing bi-weekly payroll.
Knowledge of multi-state payroll, FLSA, IRS requirements, and federal and state regulations.
Knowledge of accounting principles and internal controls for financial reporting.
Knowledge of time and attendance requirements, payroll regulations, and tax reporting procedures.
Knowledge of HUD Public Housing regulations, programs, requirements, policies, and procedures pertinent to the department.
Knowledge of DHC and departmental policies, procedures, goals, and organizational structure.
Knowledge of office procedures, filing, standard office equipment, automated information systems, and data processing.
Knowledge of Generally Accepted Accounting Principles (GAAP), federal and state financial regulations, fund and governmental accounting, budgeting, grants management, contract administration, and financial management.
Knowledge of Uniform Relocation Assistance, Cost Control, and Safe Harbor Requirements; sales and use tax procedures; and accounting-related software.
Knowledge of financial regulations related to accounting and recordkeeping, including regulations pertaining to HUD, low-income housing, HOPE IV, and RHF programs.
Ability to act independently, analyze situations, attend to details, communicate verbally and in writing, concentrate, empathize, identify problems, initiate action, manage pressure, motivate, multitask, organize, solve problems, and think creatively.
Ability to calculate, compute, summarize, and tabulate data; perform mathematical calculations accurately; and prepare complete, accurate written documents and reports.
Ability to communicate effectively with internal and external stakeholders from diverse backgrounds, maintain confidentiality, and provide high-quality customer service.
Ability to develop and maintain recordkeeping systems and procedures; evaluate information against standards; exercise sound judgment; and identify potential problems within the scope of responsibility.
Ability to plan, organize, complete, or assign work and projects; coordinate and follow through to meet organizational goals and ensure efficiency; and work under deadline pressure.
Ability to master position-specific software, operate computers and standard office equipment, research and resolve issues, respond to sensitive inquiries or complaints, and review and edit documents for accuracy and completeness.
Ability to understand and apply HUD organizational rules, instructions, policies, and procedures and work effectively with diverse stakeholders.
Must pass federal, state, and local criminal investigation clearances and a drug screening test administered by the Commission or its designated provider.
Must be bondable and have a satisfactory work history.
Must have or be able to acquire a valid state driver’s license.
Must be insurable under the agency’s insurance policy and meet state insurance minimum requirements.

Nice To Haves

Bachelor’s degree in a related field preferred.
ADP Workforce experience highly preferred.
Public sector experience preferred.

Responsibilities

Manage and oversee preparation and processing of bi-weekly payroll, ensuring accuracy, completeness, and compliance with laws and organizational policies.
Coordinate payroll-related activities with contracted vendors, including ADP, to ensure timely and accurate processing.
Oversee compliance with wage garnishment, documentation, invoicing, and funding reconciliation processes, and coordinate resolution of lien-related matters.
Conduct pre- and post-payroll reconciliations using predefined payroll reports.
Analyze and resolve payroll issues, communicate solutions professionally, and maintain approved payroll procedures, internal controls, and documentation for audit readiness and regulatory compliance.
Monitor and audit payroll transactions, tax filings, and employee data for accuracy and compliance with federal, state, and HUD requirements.
Analyze payroll data and generate reports to support financial reporting and audits; prepare periodic and special reports as needed.
Reverify employment responses and reconcile deductions, earnings summaries, tax deductions, leave, compassionate leave, and non-taxable wages in accordance with policies and procedures.
Research and resolve payroll tax notices and discrepancies.
Maintain and track employee leave balances, ensuring accruals, usage, and payouts are processed accurately and in compliance with policies and regulations.
Maintain payroll records and documentation, including employee salary, benefits, withholding history, deductions, wage withholding and child support orders, garnishments, union affiliations and dues, and election updates.
Reconcile benefits statements to payroll records and maintain payroll costing allocations.
Provide guidance and training to staff and supervisors on payroll processes, systems, and compliance requirements; create ad hoc system reports and analyze data for special projects or reports.
Monitor union contracts and personnel policies for compliance as they relate to payroll administration.
Maintain data supporting IRS Forms W-2 and 1099.
Maintain utility consumption and accrual logs and create utility batches for payment.
Ensure tenant receipts are processed timely and deposited within one day of receipt.
Cross-train in other financial areas as directed and conduct payroll-related training and new-hire orientation.
Collaborate with Finance and Human Resources on payroll policy interpretation and process improvements.
Exercise independent judgment and discretion in administering payroll operations while adhering to established controls and obtaining supervisory approval when required.
Coordinate departmental mailings as needed, provide backup for other finance personnel in accordance with internal controls and policies, and perform other assigned duties.