Payroll Specialist

Village of Winnetka•Green Bay, IL

21d

About The Position

The Payroll Specialist oversees and administers the Village’s payroll functions, including bi-weekly employee payroll and monthly Police and Fire pension payrolls, to ensure accurate and timely compensation and reporting. The position interprets and applies collective bargaining agreements and Village policies, maintains payroll records, prepares tax filings, reconciles payroll and benefits to the general ledger, and assists employees and departments with payroll inquiries. Working closely with Human Resources, the Payroll Specialist resolves discrepancies, supports compliance and internal controls, recommends process improvements, and supports annual budgeting, financial reporting, and audits. The role requires sound judgment, discretion, and careful handling of sensitive information.

Requirements

Bachelor’s degree or higher in accounting, finance, business administration, public administration, or a related field, or an equivalent combination of education, training, and experience.
At least three years of progressively responsible payroll experience, including processing complete payroll cycles, account reconciliations, and quarterly and annual reporting.
Knowledge of federal, state, and local laws applicable to payroll and public safety pension administration.
Knowledge of employee benefits, leave accrual, and other contribution practices related to payroll.
Knowledge of governmental accounting principles, general ledger reconciliation, budgeting, and forecasting.
Knowledge of municipal ERP and payroll systems, including system configuration.
Advanced Microsoft Excel skills, including complex formulas, pivot tables, and financial databases.
Ability to gather, organize, and analyze complex financial and payroll data.
Clear, professional written and verbal communication skills with employees, management, and outside agencies.
Ability to read, interpret, and apply collective bargaining agreements, Village policies, statutes, and regulations to payroll processes.
Sound judgment, discretion, and independent decision-making when analyzing and resolving problems.
Ability to maintain strict confidentiality of sensitive payroll, financial, and employee information and uphold high ethical standards.
Ability to evaluate processes, recommend and implement improvements, document procedures, and train others.
Ability to prioritize and manage multiple short- and long-term projects with competing deadlines.
Ability to establish and maintain effective working relationships with employees, departments, vendors, consultants, and outside agencies.

Nice To Haves

Certified Payroll Professional (CPP) designation or Fundamental Payroll Certification (FPC) is strongly preferred.

Responsibilities

Administer bi-weekly employee payroll and monthly Police and Fire pension payroll using the ERP system accurately and on time.
Review timekeeping records, earnings, deductions, and exception reports; investigate discrepancies and coordinate corrections with departments and Human Resources before payroll is finalized.
Maintain and verify employee payroll information, including authorized pay rates, deductions, tax withholding elections, deferred compensation contributions, and employment status changes.
Review child support orders, wage garnishments, tax levies, and other withholding orders; calculate and apply deductions according to applicable federal and state limits.
Calculate and process salary adjustments, retroactive pay, overtime, special payments, and final payouts by applying collective bargaining agreements and Village policies.
Maintain and reconcile paid leave accruals, usage, balances, and annual rollovers, including annual accrual loading for Village employees.
Prepare payroll journal entries and remit payroll deductions and benefit contributions to third parties, including retirement plans, unions, benefit providers, and garnishment and child support agencies.
Reconcile payroll expenditures, deductions, liabilities, and related accounts to the general ledger; investigate and resolve discrepancies.
Reconcile monthly employee and retiree benefit invoices for medical, dental, vision, and life insurance against enrollment records, payroll deductions, and the general ledger; coordinate resolution of discrepancies with Human Resources.
Prepare and submit payroll tax returns, deposits, and statements, including quarterly and annual filings such as Forms 941, IL-941, W-2, and 1099-R; research and resolve reporting discrepancies and agency notices.
Prepare payroll-related schedules and analyses for the annual audit, including compensated absences and payroll liability schedules, and support financial reporting.
Assist with position budgeting and the annual budget process; prepare compensation reports, personnel cost projections, and analyses for position budgeting, collective bargaining, and management decisions.
Complete monthly and year-end personnel and compensation reports, including the annual Total Compensation Report, and prepare other compensation-related reports and analyses as needed.
Prepare and maintain annual payroll and holiday calendars.
Respond to employee and retiree payroll inquiries, research concerns, explain calculations, and coordinate timely resolutions.
Serve as a resource and point of contact for departmental payroll processors on payroll system inquiries; maintain pay codes, deduction codes, and other system configurations in coordination with Human Resources.
Monitor payroll-related regulatory and reporting changes; perform annual year-end system updates, including tax tables and applicable wage, contribution, and deferred compensation limits; recommend procedural or system updates with Human Resources.
Safeguard the confidentiality of sensitive payroll, financial, and employment information in compliance with applicable laws, policies, and internal controls.
Maintain written payroll procedures and supporting documentation; cross-train designated backup staff to ensure continuity of payroll operations.
Evaluate payroll processes and recommend improvements to accuracy, efficiency, internal controls, and employee service.
Assist with special projects, including software implementation, grant tracking and reporting, records retention, and FOIA requests, as needed.
Serve as backup to other Finance staff, consistent with internal control requirements, as needed.
Perform other duties as assigned.