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FLSA Status: Non-Exempt
Summary: Assists in the efficient operation of processing payroll. Performs duties related to payroll functions, including timely entering of payroll-related data and taxes, completing payroll reporting requests, and maintaining payroll records, in accordance with Federal, State, and local laws.Other duties may be assigned.
Essential Duties and Responsibilities as Payroll Specialist:
- Collects, reviews, and audits employee time cards to be used in compiling payroll bi-weekly
- Compiles payroll data from time cards and other records
- Records changes affecting net wages such as exemptions, insurance coverage, voluntary deductions, and garnishments for each employee to update master payroll records
- Prepares all wage tax deposit requirements for all payrolls, including per period, monthly, quarterly, and annually for all federal and state tax requirements
- Prepares and responds to all payroll correspondence including employment verification and unemployment claims in a timely manner
- Maintains payroll files in an orderly and precise manner
- Notifies Treasurer of payroll total for fund transfers
- Assists employees with payroll related questions
- Assists in preparing W-2's and other end of year payroll tax filing forms
- Maintains direct deposit information for employees
- Processes garnishments and court ordered payroll deductions and maintains records for each employee.
- Prepares checks for payroll deductions including garnishments, child support and benefits
- Ensures payments are made in a timely manner
Administrative Human Resources Duties:
- Assists in the on-boarding process of new employees to foster positive attitude toward City goals
- Prepares employee separation notices and other related documentation
- Assists in reporting responsibilities related to ACA reporting
- Generates reports for all leave accrual balances through the payroll system
- Answers telephone in a courteous manner; transfers calls and takes messages
- Prepares memos, reports, and other documents as required
- Assists with open enrollment for employee benefits
- Follows all local, state, and federal laws relating to record keeping requirements and compliance issues
- Communicates issues with accounting software with vendors
- Assists external auditors with payroll information
- Additional responsibilities that may be assigned
Supervisory Responsibilities: None
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made enable individuals with disabilities to perform essential functions.
Education/Experience- High school diploma or equivalent
- 2 or more years of experience in payroll administration and accounting to include processing of payroll taxes
- Knowledge of laws and regulations pertaining to personnel and payroll administration
- Lawfully eligible to work in the United States without sponsorship
- Language Skills
Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental relations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Mathematical SkillsAbility to calculate figures and amounts such as discounts, interest, proportions, and percentages.
Reasoning Ability
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to prioritize and organize work. Ability to make decisions in accordance with policies.
Computer Skills
To perform this job successfully, an individual should have knowledge of Accounting software; Human Resource systems; Spreadsheet software, Word Processing software and the Internet. Ability to operate a computer, calculator, phone, and copier.
Other Skills and AbilitiesAbility to maintain confidential information.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is essentially sedentary, however walking, standing, bending and carrying of light items may be required. Must be able to lift up to 25 pounds.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is usually performed in an office setting.
The work environment may become stressful at times.