Payroll Specialist

The Payroll Specialist administers and performs the City payroll processing functions as directed and in accordance with generally accepted accounting principles and professional standards. This position handles complex payroll functions, ensures compliance with federal, state, and local regulations, and supports the Chief Financial Officer in maintaining accurate and efficient payroll operations. The Payroll Specialist provides customer service to employees, also addressing escalated issues and participating in payroll system improvements.

As Payroll Specialist, the job processes new City employees and changes to existing employees within the system, makes changes in deductions and withholding requested by employees, and ensures that federal and state taxes, retirement contributions and insurance premiums are paid, and ensures all bi-weekly payroll processing-related deadlines are met.

The Payroll Specialist requires a minimum of two years post-high school training in business administration, payroll accounting, or a related field. Knowledge of Governmental Accounting Standards is preferred.

The job requires attention to detail, the demonstrated ability to conduct detailed financial transactions and prepare periodic financial reports, an attitude of cooperation, and the ability to work harmoniously with all levels of City employees, the general public and other organizations. This job reports to the Chief Financial Officer or Controller

The work is conducted in a general office environment with stable temperatures and a moderate level of noise.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Processes payroll for City employees in accordance with generally accepted accounting principles and standards related to the federal and state agencies. Ensures all City payroll processing functions are performed within prescribed deadlines for each payroll. Duties include, but are not limited to, verifying and keying information and data into the payroll system, processing new employees and changes to the existing employee within the system, changing employee deductions and withholding at their request, ensuring federal and state taxes are withheld and paid to the appropriate agency, and insurance premiums and retirement contributions are withheld and paid on the appropriate employee’s account.
• Reconcile benefit vendor invoices with payroll data, preparing payments with supporting documentation.
• Support Public Employee Retirement System of Idaho (PERSI) files and provide ongoing system analysis and maintenance.
• Process IRS and court orders (e.g., child support, tax levies, bankruptcy orders, garnishments).
• Administer citywide timekeeping processes, ensuring compliance with Collective Bargaining Agreements and City policies.
• Review time and attendance reports for accuracy, including regular hours, overtime, and leave types. Maintain accurate employee leave records and ensure correct posting from timekeeping reports.
• Monitor and process mid-period wage increases, payroll taxes, and benefits, preparing checks and ACH payments.
• Respond to payroll and timekeeping inquiries from employees, vendors, and departments.
• Perform general clerical duties, including data entry, mail processing, and other office support tasks as needed.
• Assists with the development of financial information reported on in the Consolidated Annual Financial Report (CAFR) and other City reports, financial documents, and records, as directed.
• Provide support for accounts receivable and accounts payable inquiries.
• Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.

ACCEPTABLE EXPERIENCE, TRAINING, LICENSES AND/OR CERTIFICATIONS

• Two (2) years of post high school education or training in accounting, bookkeeping, public finance, or some other related field; with three (3) to five (5) years’ experience in general accounting and/or public accounting preferred;
• Bachelor’s degree in business administration, accounting, or a related field is preferred;
• Certified Payroll Professional (CPP) by the American Payroll Association certification preferred

An equivalent combination of education and experience that provides the required skills, knowledge and abilities to successfully perform the essential functions of the position may be considered. 

CLASSIFICATION REQUIREMENTS

The requirements listed below are representative of the minimum knowledge, skill, and/or ability required for an individual to satisfactorily perform each essential duty and be successful in the position. 

Knowledge of:

• Payroll administration processes, including federal, state, and other applicable tax and withholding statutes and codes including Idaho’s state retirement system and Department of Labor laws;
• Municipal finance, accounting, and purchasing practices, laws, and codes;
• Customer service methods, techniques, and objectives;
• Accounting codes, terminology and standards; state and federal accounting statues and their application to work processes, policies, and requirements;
• Municipal budgeting practices;
• Operation of standard office equipment and a personal computer and job-related software applications

Skill and Ability to:

• Process and administer the City payroll processing functions and banking functions by following generally accepted accounting principles and professional standards, with advanced knowledge of payroll regulations and practices, including FLSA, IRS guidelines, and local labor laws;
• Proficiency in payroll software (e.g., ADP, Tyler Technologies, Munis) and Microsoft Office Suite, particularly Excel;
• Ensure all City payroll processing functions are performed within prescribed deadlines;
• Strong analytical and problem-solving skills with attention to detail;
• Maintain assigned accounts and records and perform City financial transactions in accordance with generally accepted accounting principles and professional standards;
• Provide general assistance with all functions and responsibilities within the Finance Department, including office support, data entry, mail processing, clerical duties, etc;
• Operate standard office equipment, including a personal computer and job-related software applications;
• Exercise independent initiative and judgment in applying accounting procedures and agency standards to transaction processing; keep accurate records; compile information and prepare reports; analyze transactions to verify accuracy and/or identify problem sources;
• Interpret and apply complex Federal, State, and local policies, procedures, laws, and regulations; with oversight guidance and supervision from the Chief Financial Officer or Controller;
• Maintain a collaborative and cooperative working relationship with elected and appointed officials, other City employees, and the public;
• Strong ability to communicate effectively, verbally, and in writing, in the English language at a level necessary for efficient job performance;
• Maintain a professional demeanor at all times;
• Perform all duties in accordance with City policies and procedures with regard for personal safety and that of other employees and the public.

PHYSICAL REQUIREMENTS

While performing the duties of this classification, the employee is frequently required to stand, walk, sit, stoop, kneel, bend, and work in an office environment. The job requires hand/finger dexterity to keyboard or type, handle materials, manipulate tools, and reach with hands and arms. The job requires operation of office equipment. The employee must occasionally lift and/or move up to 25 pounds with assistance. Sufficient visual acuity and hearing capacity to perform the essential functions and interact with the public is required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The City of Pocatello offers a generous benefits package to full-time employees: 

• Medical
• Prescription
• Dental
• Vision
• Life Insurance
• PERSI Retirement
• PERSI Choice 401(k)
• 457 Retirement Planning
• HRA VEBA Contributions
• Employee Assistance Program
• Flexible Spending Accounts
• - Medical
• - Dependent Care
• Vacation Time
• Sick Time
• 11 Paid Holidays
• Education Assistance
• Employee Wellness Program
• Public Service Loan Forgiveness (PSLF) Eligible Employer