Payroll Specialist

City of Mount Vernon•City Hall, WA

13d•Onsite

About The Position

This position is an integral part of the Human Resources Department. The Payroll Specialist is responsible for the performance of technical payroll processing and recordkeeping tasks for the City. Under general supervision, the incumbent prepares, reconciles, and audits payroll in accordance with policies and legal guidelines, provides back up for other Human Resources staff including leave administration and other human resources functions. Essential Functions Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following: Prepares and inputs data into the payroll system based on personnel action forms and employee electronic timesheets for month-end payroll. Verifies, issues and prints checks and direct deposit slips. Prepares and analyzes payroll related transactions and processes entries and corrections; develops, prepares and maintains computerized spreadsheets. Ensures adherence to federal, state, and local tax regulations and labor laws. Reviews employee electronic timecards for accuracy in accordance with the City’s employee manual, collective bargaining agreements and other policies related to time and pay. Follows up with employee and/or employee’s manager regarding any time and pay issues. Prepares payroll distribution reports and reconciles payroll and benefits. Addresses employee inquiries regarding pay, tax withholdings, and deductions. Responds to vendor and benefit provider requests and ensures accurate and timely reporting and payment. Maintains accurate and organized payroll records and files in compliance with applicable laws, retention schedules and City policy. Maintains confidentiality in communication and workspace. Prepares and files federal and state payroll reports and taxes. Generates, prints, and distributes W-2s to employees by established deadlines. Maintains the City’s payroll calendar. Cross trains in a wide variety of human resources duties. Provides operational backup to human resources staff to balance workloads and ensure continuous program coverage as needed. Monitors payroll system to ensure data integrity and reliability. Assists with system improvements, conversions and upgrades. Performs other duties as assigned.

Requirements

Associate degree in Accounting, Finance, or related field AND three (3) years of progressively responsible payroll experience, preferably within a local government agency or the public sector; OR an equivalent combination of education, training, and experience.
Knowledge of Applicable local, State, and Federal laws, codes, regulations, and ordinances.
Knowledge of Payroll administration practices and procedures.
Knowledge of General office policies, procedures, and equipment.
Knowledge of Customer service principles, practices, and etiquette.
Knowledge of Records maintenance and retention policies and procedures.
Knowledge of Proper grammar, spelling, and punctuation.
Knowledge of Payroll and accounting related software programs.
Skill in Interpreting and using City policies, collective bargaining agreements and procedures.
Skill in Analyzing and interpreting state and federal laws and requirements.
Skill in Preparing and reconciling general ledger accounts and financial reports.
Skill in Developing and maintaining computerized spreadsheets.
Skill in Maintaining accurate records and filing systems.
Skill in Interacting tactfully and professionally with City staff, outside agencies, and the public.
Skill in Completing multiple tasks simultaneously.
Skill in Typing and entering data with speed and accuracy.
Skill in Completing accurate mathematic calculations.
Skill in Understanding and explaining compensation and benefits related contract language.
Skill in Handling and maintaining the confidentiality of sensitive information.
Skill in Preparing clear and concise communications, reports, and technical documents.
Skill in Establishing and maintaining cooperative working relationships.
Skill in Communicating effectively verbally and in writing.

Nice To Haves

Certification as a Payroll Professional (CPP) from the American Payroll Association is preferred.

Responsibilities

Prepares and inputs data into the payroll system based on personnel action forms and employee electronic timesheets for month-end payroll.
Verifies, issues and prints checks and direct deposit slips.
Prepares and analyzes payroll related transactions and processes entries and corrections; develops, prepares and maintains computerized spreadsheets.
Ensures adherence to federal, state, and local tax regulations and labor laws.
Reviews employee electronic timecards for accuracy in accordance with the City’s employee manual, collective bargaining agreements and other policies related to time and pay.
Follows up with employee and/or employee’s manager regarding any time and pay issues.
Prepares payroll distribution reports and reconciles payroll and benefits.
Addresses employee inquiries regarding pay, tax withholdings, and deductions.
Responds to vendor and benefit provider requests and ensures accurate and timely reporting and payment.
Maintains accurate and organized payroll records and files in compliance with applicable laws, retention schedules and City policy.
Maintains confidentiality in communication and workspace.
Prepares and files federal and state payroll reports and taxes.
Generates, prints, and distributes W-2s to employees by established deadlines.
Maintains the City’s payroll calendar.
Cross trains in a wide variety of human resources duties.
Provides operational backup to human resources staff to balance workloads and ensure continuous program coverage as needed.
Monitors payroll system to ensure data integrity and reliability.
Assists with system improvements, conversions and upgrades.
Performs other duties as assigned.