Payroll and Finance Specialist

City of West Chicago•City of West Chicago City Hall, IL

17h•Onsite

About The Position

To perform and support a variety of semi-skilled accounting and payroll duties in a diverse municipal setting as well as licensing, permitting, cash and deposit transactions and utility billing support. To assist the Human Resources Manager with human resources activities, including employee records maintenance. To support other departments and staff by assisting with customer inquiries and service.

Requirements

Three years of professional and increasingly responsible payroll, accounting, administrative and/or human resources experience.
Familiarity with collective bargaining agreements, union workforces and processing payroll in a municipal setting is desired.
Equivalent to a bachelor’s degree from an accredited college or university with major course work in accounting, business administration or a closely related field.
A valid driver’s license.
CPR, AED and First Aid certification or ability to attain certification within the first 12 months of employment.
Knowledge of English usage, spelling, grammar and punctuation.
Knowledge of general principles and practices of human resources administration.
Knowledge of modern office procedures, methods and technology.
Knowledge of financial research and report preparation methods and techniques.
Knowledge of principles and practices of financial record keeping.
Knowledge of principles and practices of municipal budgeting.
Knowledge of business letter writing and basic report preparation.
Knowledge of principles and procedures of records management.
Ability to perform responsible and semi-skilled administrative work involving the use of independent judgment and personal initiative.
Ability to develop and implement accounting system modifications, spreadsheets and reports.
Ability to analyze and interpret financial and accounting records.
Ability to perform office management functions in an effective and efficient manner.
Ability to understand the organization and operation of the city and of external agencies as necessary to assume assigned responsibilities.
Ability to interpret and apply administrative and departmental policies and procedures.
Ability to independently prepare correspondence and memoranda.
Ability to type at a speed necessary for successful job performance.
Ability to identify problems and resolve conflicts in an effective manner.
Ability to work independently in the absence of supervision.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to maintain a valid driver’s license and commute between City facilities and other work-related locations.
Ability to establish and maintain cooperative working relationships with co-workers, supervisors, other City departments, City officials, and external organizations in the completion of work duties.

Nice To Haves

Familiarity with collective bargaining agreements, union workforces and processing payroll in a municipal setting is desired.

Responsibilities

Perform technical, highly detailed payroll functions for the City.
Oversee the processing of various payroll functions.
Process employee change information and benefit maintenance.
Assist with quarterly and annual reporting requirements, such as 941s and W-2 processing, under the direction of the Assistant Finance Director.
Safeguard and maintain the confidentiality of sensitive payroll, financial, and employment information, including Social Security numbers, wages, benefits enrollments, tax and deduction data, and other confidential records, in compliance with applicable laws, policies, and internal controls.
Assist with accounting work as needed, utility billing support and reports on financial transactions.
Under direction, this position will independently perform the preparation and assembly of periodic reports that may require financial analysis or interpretation.
Respond to phone calls, customers, mail, inquiries and complaints from the general public; respond to sensitive requests for information and assistance; refer inquiries as appropriate; aid other departments as needed.
Oversee the administrative and recordkeeping aspects of the various business licenses, deposits, commuter parking permits and files, city cemetery deeds, files and statements, and various miscellaneous invoicing needs.
Perform timely processing of payments received online.
Participate in the preparation of daily bank deposit.
Provides clerical and back-up support to other departments as needed.
Assist in maintaining all employee and human resources records.
Coordinate annual Records Disposal efforts.
Prepare paperwork associated with the filing of Liens and Memorandums of Judgement.
Assist in the identification and resolution of receipt errors.
Maintain petty cash account.
Prepare and coordinate publication of the Annual Treasurer’s Report.
Assist in responses to various FOIA requests.
Complete requests for verifications of employment of current and past employees.
Become familiar with and adhere to all City and Department safety and security policies/procedures.
Report all potential hazards, accidents and injuries consistent with City policy and procedure.
Immediately report all unsafe conditions and acts to a supervisor.
Recommend improvements to safety and security practices.
Obey and adhere to all work safety rules and practices.
Complete assigned safety training.