Payroll Accountant

Title:                Payroll Accountant

Department:   Finance

Reports To:    Accountant                                      

FLSA Status: Non-exempt, Hourly, Union represented position       

Location:       City Hall

Salary:            $33.65 - $38.46/ Hour 

GENERAL PURPOSE

Under general supervision, maintains and prepares City-wide payroll, technical reports, employee benefits records, and other technical and accounting records for the Finance Department; researches, reconciles, and verifies the accuracy of the payroll records and system setup

ESSENTIAL DUTIES AND RESPONSIBILITIES

Payroll and Benefits

1. Payroll Processing: Prepares payroll for approval; semi-monthly, monthly, quarterly, and as needed for all city employees including wages, other earnings, deductions, and ensuring compliance with payroll regulations and tax requirements. Determines proper handling of payroll and technical transactions within designated limits. Initiates direct deposit transfers and ensures second approval by authorized city employees.
2. Payroll-Related Taxes: Prepares tax documents for approval, initiates ACH payments, and files approved forms with various State and Federal government agencies. Generates, reviews, and submits monthly, quarterly, and annual forms and reports.
3. Payroll Reporting: Generates a variety of recurring and ad hoc reports for management and various City, State, Federal, and grant agencies. Files reports and initiates payments for agencies when authorized. Compiles and analyzes hours worked, overtime, benefits, accruals, taxes, employer costs, budgets, leave tracking, and any additional data as needed.
4. Payroll Systems: Updates system settings and employee information for taxes, benefits, general ledger distributions, wage assignments, garnishments, retirement, and other wage deductions.
5. Timesheet Management: Reviews approved timesheets for compliance with contracts, rules, and regulations. Coordinates correction of timesheet with employees, managers, and human resources department. Informs errors to appropriate managers and employees. Provide training and references as needed. Union Contracts: Read and understand contracts between the city and various unions representing city employees. Communicate with union representatives as needed. Attend union negotiations as needed when applicable.

Financial Reporting and Analysis

1. Financial Reconciliation: Reconciles general ledger and subsidiary accounts including but not limited to payroll distributions, payroll taxes, deductions, benefits, and vendor payments. Prepares and posts adjusting journal entries.
2. Financial Analysis: Participates in the monthly close process. Assists in the review of the financial statements, account balances, month over month revenue and expenditures, budget utilization, award/grant accuracy, and variances in data.
3. Annual Financial Report: Supports the preparation of the annual financial report required by all Washington State cities and submitted to the State Auditor’s Office.

Internal Controls and Compliance

1. Internal Controls: Maintains implemented internal controls. Reports possible weaknesses and suggests possible resolutions to management.
2. Compliance: Processes transactions in compliance with applicable City, Federal, State and county ordinances, rules, regulations, and procedures.

Financial Systems and Procedures

1. Maintain Financial Payroll System: Adjusts system settings with oversight and in compliance with State and Federal laws. Validates and documents setting changes to the payroll system. Reports system changes and purpose to management and stakeholders.
2. System Conversion: Assists management with the review of available payroll systems. Supports the implementation of new systems and updates.
3. Standardizes Procedures: Prepares work procedures, expedites workflow, and standardizes procedures to improve operational efficiency.

Communication and Public Relations

1. Interacts with Customers: Interacts respectfully and professionally with internal and external customers including city constituents, business owners, and city employees. Receipts utility payments, answers customer questions, and supports public records requests as needed.
2. Training and Information Distribution: Provides information and assistance to employees and managers as authorized. Refers matters requiring policy interpretation to the Finance Director and Human Resource Management for resolution.
3. Information Requests: Responds to requests for information and attempts to resolve them by researching files and records within the scope of authority.

Miscellaneous Duties

1. Performs Related Duties: Performs related duties as assigned.

PERIPHERAL DUTIES

Serves as a member of various committees

1. Serve as a member on City-wide committees (i.e. Health & Wellness, Union Negotiations)
2. Participate as the Payroll Accountant Expert in Union Negotiation

Provides back-up to other related positions

1. Interact with Customers to take and receipt Utility Payments
2. Process Public Records Request following policies and procedures

MINIMUM QUALIFICATIONS

Education and Experience:

1. Graduation from an accredited four‑year college or university with a degree in accounting, business management, finance or a closely related field, and
2. Two (2) years of accounting experience; or
3. Any equivalent combination of education and experience.
4. Certified Public Accountant (CPA) preferred

Necessary Knowledge, Skills, Abilities and Traits:

1. Thorough knowledge of double entry accounting theory, principles, and practices, auditing theory and practices; internal control procedures, and bookkeeping and accounting procedures and systems, including computer applications.
2. Skill in the operation of the listed tools and equipment.
3. Ability to maintain confidentiality of information.  Ability to analyze program details in order to identify and apply significant data in preparing financial recommendations and reports. Ability to manage multiple priorities. Ability to maintain effective accounting procedures, ability to carry out assigned projects to their completion; ability to communicate effectively verbally and in writing; ability to establish and maintain effective working relationships with employees and the public.
4. A key value of the City is customer service. This position requires considerable knowledge, ability and skill in the principles and practices of excellent customer service as practiced in both the private and public sectors.  It requires the ability to effectively meet and deal with the public; the ability to handle stressful situations; the ability to greet and respond to customers in a friendly, pleasant and professional manner using appropriate inflection, grammar and syntax; the ability to establish and maintain effective working relationships with employees, supervisors, and the general public; the ability to maintain a professional, courteous, and pleasant demeanor in difficult and stressful situations; and the ability to diplomatically deal with difficult people. A willingness to expend extra effort to help the public find answers or information relative to their inquiry or complaint is expected.
5. Strong attention to detail and ability to work accurately while complying to deadlines
6.  Excellent knowledge of MS Office, especially Excel
7. Excellent analytical and problem-solving skills

DESIRED QUALIFICATIONS

1. Certified Public Accountant (CPA) or
2. Certified Payroll Professional (CPP)
3. Understanding of local and governmental rules and regulations
4. Knowledge/Experience with Springbrook/BIAS/BambooHR
5. Experience with Bargaining Contracts

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. 

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. 

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

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. 

The noise level in the work environment is usually quiet.                       

SELECTION GUIDELINES 

Resume submitted; rating of education and experience; oral interview and reference check; background check; job related tests may be required. 

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

BENEFITS

1. Medical, Dental, and Vision with City contribution toward premiums.
2. Retirement through WA State Department of Retirement Systems (DRS).
3. HRA VEBA Contribution.
4. Group Life Insurance.
5. Paid Time Off (PTO), including vacation and sick leave, 13 paid holidays, and 4 personal holidays.
6. Possible cost of living adjustment (COLA) every January.

Salary : $34 - $38