Payroll Assistant (Limited-Term)

Join our team at the City of Bellingham as a Payroll Assistant! We’re seeking a detail-oriented, collaborative professional to help us while we transition to a new payroll system. In this limited-term position (up to two years), you will play a key role in ensuring the smooth processing of payroll and employee records. In this dynamic position, you'll assist with data entry for payroll, new hire documentation, and support both internal and external customer service needs. If you have a passion for accuracy, excellent customer service skills, and thrive in a team setting, we want to hear from you!

At the City of Bellingham, the Payroll Assistant provides technical and clerical support to the Payroll office. Performs a variety of technical tasks associated with processing the City’s payroll. Prepares payroll related billings and payments, confirms accuracy, and transmits data. Prepares required reports to substantiate billings and payments. Performs records management duties to support the City’s payroll programs and prepares payment requisitions for all payroll programs. Answers routine payroll related inquiries from City employees, referring more complex questions to the appropriate staff member.

SALARY AND BENEFITS:

This position will start at Step 1 ($27.11/hour). Employees receive step increases annually in accordance with the E-Team Handbook and City policy. The full hourly range for this position is $27.11 - $32.95. For internal candidates, placement within the range is based on City Pay Placement Procedures. 

At the City of Bellingham, we offer a comprehensive benefits package that helps you thrive in both your career and personal life. Join our team and enjoy peace of mind knowing that you and your loved ones are well cared for. Here’s a closer look at the outstanding benefits that come with being part of our team. You can find more details on our employment benefits page and labor agreements page.

• 13.33 hours of vacation leave per month
• 12 paid holidays 1 floating holiday per year
• 40 hours of sick leave upon hire 8 hours accrued monthly
• Medical, dental, and vision insurance for employees and their families
• Life insurance and long-term disability coverage
• Flexible spending accounts and medical insurance opt-out program
• Access to an Employee Assistance Program (EAP)
• Washington State Retirement plan (DRS) for retirement security
• Optional 457 deferred compensation savings plan and 401(a) Retirement Savings Plan with employer match

Leave accruals are based on 1.0 FTE, accruals are pro-rated if part-time and require employees to be in paid status at least 120 hours/month.

Closing Date/Time: Friday, 2/14/2024 8:30 am PST

ESSENTIAL FUNCTIONS OF THE JOB:
 

1. Performs and verifies data entry for payroll in the Human Resources Information System (HRIS) and other vendor portals, including maintenance and verification of employee records. Works with Payroll Technician to review, verify, input and process payroll Personnel Action forms, ensuring accuracy of content. Audits integrity of data entered by others during payroll processing as required by State auditors. Follows through with appropriate person when data entry issues arise.
2. Assembles new hire packets including appropriate payroll, benefits, and City policy forms. Performs data entry of new hire information into various HRIS systems. Assists employees with completing payroll documents during new employee orientation.
3. Generates, balances, reviews, and transmits payroll payments following State and Federal regulations, vendor instructions and established procedures via postal mail, email, online portal, or related methods. 
4. Reviews and enters invoices into accounts payable database for approval. 
5. Generates reports to coordinate entitlement levels of employer/employee deferred compensation contributions in accordance with vendor instructions and federal regulations. Reviews deferred compensation contributions for accuracy.
6. Completes employment verification requests from outside vendors when authorized by employee. 
7. Provides internal and external customer service. Responds to routine requests for payroll information within scope of authority, referring more complex questions and requests to the appropriate staff member. Provides payroll forms and reviews completed forms for accuracy, tracking incomplete or missing forms for follow-up. 
8. Performs data entry, indexing, and verification of data entered into electronic filing systems. Works collaboratively with ITSD to make and implement necessary system modifications for efficient use of the system. 
9. Performs a variety of clerical tasks for payroll processing; utilizes computer software, including word processing, spreadsheets, and databases to prepare letters and documents; performs filing, copying, and archiving records per payroll schedule. 
10. Assists with completing State and Federal reports by pay period, monthly or annually as required. 
11. Collects and reviews all incoming payroll changes. Inputs payroll changes into HRIS and vendor portals.
12. Serves as the Human Resources Department Timekeeper. Receives, reviews, corrects, processes and enters timesheets for Human Resources staff. Assists with troubleshooting errors.
13. Assists in coordinating, planning, data entry, data review, and other tasks during annual benefits open enrollment.
14. Responsible for updating City’s internal staff webpage regarding payroll-related services and forms.

ADDITIONAL WORK PERFORMED:

1. Performs other related work of a similar nature and level.

WORKING ENVIRONMENT:

Work is performed primarily in an office setting at a computer workstation with long periods of sitting or standing.  Environment includes a normal range of noise and other distractions with low everyday risks working around standard office equipment.

Physical ability to perform the essential functions of the job, including:

• Correctable visual acuity to read a computer screen and a typeset page;
• Fine finger dexterity to manipulate computer keyboard and mouse; 
• Ability to communicate sufficiently to serve internal and external clients;
• Dexterity and near distance visual perception sufficient to operate office equipment, design documents and web pages and handle files and paperwork; 
• Transport 10-25 lbs. occasionally.

• High School Diploma or equivalent.
• A minimum of two years of general clerical accounting or financial record keeping experience.  
• Proficiency with computer software, including word processing and spreadsheets for data entry/retrieval and file maintenance required.  
• Typing at 45 wpm NET and 10-key by touch with accuracy preferred.
• Proficiency with computerized payroll system preferred.
• An equivalent combination of education and experience sufficient to provide the applicant with the knowledge, skill and ability to successfully perform the essential functions of the job will be considered.

• Employment contingent on passing a criminal background check (See Fair Hiring Practices).
• Verification of ability to work in the United States by date of hire. 
• This opportunity will involve working on-site for the first 6 months. Work from home after that will be limited and on a case-by-case basis.

**You are encouraged to print a copy of this job announcement for your reference as the process moves along**

Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and supplemental questions). Application materials should comprehensively document your experience and skills related to the position responsibilities and experience/training requirements. As part of the City’s commitment to reducing bias in the hiring process, Human Resources redacts personally identifiable information for reviewers. Only the documents listed as required will be reviewed.

Interviews for the most qualified candidates are tentatively scheduled for February 24-25, 2025. Invitations to participate in the Interview process will be sent via e-mail on or around February 19, 2025.  

The final interview is tentatively scheduled for March 7, 2025. The preferred start date for this position is April 1, 2025. 

Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently, including your spam folders for messages filtered by your email providers.

Equal Opportunity:

Our environment is characterized by respect for cultural backgrounds, belief systems, and ethnic diversity. The City of Bellingham is an Equal Opportunity Employer and values diversity in its work force. We do not make decisions on the basis of an individual's race, religion, creed, color, national origin, sex, marital status, age (40 ), disability, retaliation, sexual orientation or gender identity, honorably discharged veteran or military status, status as a victim of domestic violence, sexual assault, and stalking, use of a trained dog guide or service animal by a person with a disability, or any other basis prohibited by local, state, or federal law. All are encouraged to apply for employment. 

Fair Hiring Practices

• The City provides individuals who have been arrested or convicted of a criminal offense an equal and fair opportunity to obtain employment. 
• The City will not inquire about an applicant's criminal history until after a conditional job offer has been made. 
• The City will disregard the prior arrest and conviction record of an otherwise qualified individual unless the offense is directly related to the job position for which the individual has applied. 
• The City will notify an otherwise qualified applicant about a potentially disqualifying conviction and give the applicant an opportunity to submit information regarding the accuracy of the criminal records as well as evidence of mitigation or rehabilitation, as appropriate.

Salary : $56,389