What are the responsibilities and job description for the Payroll and Payables Specialist II position at City of Gainesville?
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Make a difference in the community you live in! As a Community Builder—an employee with the City of Gainesville— you will have a direct hand in building and improving your community and making a visible impact on the lives of your neighbors. Working for local government is more than a job, it’s a chance to contribute to community success and to help enhance the Gainesville way of life.
Department:
GG_Financial Services: Payroll
Salary Range Minimum:
$21.59
Salary Range Maximum:
$32.88
Closing Date:
03/24/2025
Job Details:
Processes basic and semi-complex accounting including, but not limited to, gathering data related to employee payroll and time worked, entering and adjusting employee earnings and deductions, review withholding, preparing reports, review and process invoices, audit credit card bills, answer supplier inquiries, and process and distribute supplier payments. May perform basic and semi-complex calculating, posting and verifying duties to obtain primary financial data for use in maintaining accounting and payroll records. Masters all applicable software, organizational processes and procedures.
Positions allocated to this classification report to a designated supervisor or coordinator and work under general supervision commensurate with the level of knowledge and experience. Work in this class is distinguished from higher classes by its application of recurring accounting duties and limited supervisory responsibilities, and from lower classes by more varied and complex duties, innovation, and support of multiple functions.
Summary
Processes basic and semi-complex accounting including, but not limited to, gathering data related to employee payroll and time worked, entering and adjusting employee earnings and deductions, review withholding, preparing reports, review and process invoices, audit credit card bills, answer supplier inquiries, and process and distribute supplier payments. May perform basic and semi-complex calculating, posting and verifying duties to obtain primary financial data for use in maintaining accounting and payroll records. Masters all applicable software, organizational processes and procedures. May be expected, through on-the-job training, to progress to the Payroll and Payables Specialist, Senior level.
Positions allocated to this classification report to a designated supervisor or coordinator and work under general supervision commensurate with the level of knowledge and experience. Work in this class is distinguished from higher classes by its application of recurring accounting duties and limited supervisory responsibilities, and from lower classes by more varied and complex duties, innovation, and support of multiple functions.
EXAMPLES OF WORK**
Depending on area of assignment:
Process bi-weekly payroll for all employees. Process monthly payroll for all retirees.
Manage tax and withholding records and deductions for all federal, state, local, or other corporate taxes that affect payroll.
Answer questions regarding paychecks, withholding tax issues, or earnings adjustments from employees and help troubleshoot possible pay issues.
Follow and calculate outside wage garnishment requests or judgments when required.
Calculates and prepares routine and semi-complex checks for payments of invoices, utilities, taxes and other payments.
Complies with organizational, Federal and state policies, procedures and regulations.
Respond to external suppliers and internal managers regarding all aspects of the accounts payable process, including processing invoices for payment, verifying payment records, and reconciling payment issues.
Research information to provide accurate and timely solutions to internal clients and suppliers.
Verify the accuracy of vendor invoices and confirm that the correct account codes are used.
Generate payment to vendors on a routine schedule and match the payment with backup for review by the financial manager.
Inspect paid and unpaid invoices including cleared payment inquiries and check voiding to maintain accurate files and records according to company standards.
Review automatic payments to ensure correct coding and authorization as well as sufficient documentation.
Develop and maintain a filing system for financial information, records and documents to ensure easily available information.
Attends work on a continuous and regular basis.
Non-essential Job Functions
May provide assistance to other personnel in the analysis and research of financial data and in the preparation of regular and special fiscal reports.
Performs other related duties as assigned.
Qualifications
To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Below are the required education, experience, knowledge, skills and abilities to perform the essential functions.
Education And Experience
Graduation from high school or possession of an acceptable equivalency diploma, and three years of experience in para-professional accounting, bookkeeping, payroll, payables or other revenue-related accounting work; an Associate of Arts degree with at least 12 semester hours of accounting can be substituted for two years of experience; or an equivalent combination of education, training and experience which provide the required knowledge, skills and abilities.
Typing at a speed acceptable to departmental needs may be required.
CERTIFICATIONS OR LICENSES
Licenses
None.
Certifications
None.
Knowledge, Skills And Abilities
Knowledge of and ability to process routine and semi-complex payroll, including hours of work and overtime provisions of the Fair Labor Standards Act.
Knowledge of and ability to process invoices.
Knowledge of financial operations and bookkeeping principles and standard office terminology, procedures, routines and equipment.
Knowledge of, and ability and willingness to apply, appropriate and applicable accounting principles and procedures, and applications to accounting functions.
Knowledge of rules and regulations of keeping accounting records.
Knowledge of business English and arithmetic.
Ability to learn and apply more complex principles of accounting rules and regulations.
Ability to skillfully operate computers and relevant software and other business machines.
Ability to analyze semi-complex utility accounting, billing system and payroll problems.
Ability to make mathematical calculations with reasonable speed and accuracy.
Physical And Environmental Requirements
To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work related environmental conditions.
Physical Requirements
While performing the duties of this job, the employee is often required to sit for prolonged periods of time.
May on occasion require lifting, pushing, and/or pulling (less than 20 pounds).
WORK ENVIRONMENT
May be required to work and attend meetings outside regular business hours.
Note:
May Require Assessment(s).
May fill multiple positions.
May establish an eligibility list.
Come join our team! The City of Gainesville offers a competitive benefits package and opportunities to grow both professionally and personally.
All ‘regular’ employees are eligible for traditional benefits such as health insurance, life insurance, paid leave, 11 paid a holidays a year, a pension plan and a deferred compensation plan, but we also offer great things like on-site fitness centers, tuition reimbursement, on-site medical staff and a wellness program to keep you healthy and happy. Please note; benefits are not available for temporary employees.
Equal Opportunity
The City of Gainesville is an equal opportunity/affirmative action employer and does not discriminate in hiring. Minorities, women and individuals with disabilities are encouraged to apply. Individuals with a disability, who require special accommodations during the selection process, should notify the Human Resources Department at 352-334-5077 or TDD/TTY at 352-334-2292.
Veterans' Preference
Veterans are encouraged to apply. Veterans’ Preference ensures that veterans and eligible persons are given consideration at each step of the selection process. However, preference does not guarantee that a veteran or other eligible person will be the candidate selected to fill the position. Section 295.07, Florida Statutes (F.S.) specifies who is eligible for Veterans’ Preference. State of Florida residency is not required for Veterans’ Preference.
If you are unable to apply online due to a disability, contact recruiting at HR@cityofgainesville.org or by calling 352-334-5077.
Make a difference in the community you live in! As a Community Builder—an employee with the City of Gainesville— you will have a direct hand in building and improving your community and making a visible impact on the lives of your neighbors. Working for local government is more than a job, it’s a chance to contribute to community success and to help enhance the Gainesville way of life.
Department:
GG_Financial Services: Payroll
Salary Range Minimum:
$21.59
Salary Range Maximum:
$32.88
Closing Date:
03/24/2025
Job Details:
Processes basic and semi-complex accounting including, but not limited to, gathering data related to employee payroll and time worked, entering and adjusting employee earnings and deductions, review withholding, preparing reports, review and process invoices, audit credit card bills, answer supplier inquiries, and process and distribute supplier payments. May perform basic and semi-complex calculating, posting and verifying duties to obtain primary financial data for use in maintaining accounting and payroll records. Masters all applicable software, organizational processes and procedures.
Positions allocated to this classification report to a designated supervisor or coordinator and work under general supervision commensurate with the level of knowledge and experience. Work in this class is distinguished from higher classes by its application of recurring accounting duties and limited supervisory responsibilities, and from lower classes by more varied and complex duties, innovation, and support of multiple functions.
- May fill multiple positions
- May underfill or overfill depending on experience
Summary
Processes basic and semi-complex accounting including, but not limited to, gathering data related to employee payroll and time worked, entering and adjusting employee earnings and deductions, review withholding, preparing reports, review and process invoices, audit credit card bills, answer supplier inquiries, and process and distribute supplier payments. May perform basic and semi-complex calculating, posting and verifying duties to obtain primary financial data for use in maintaining accounting and payroll records. Masters all applicable software, organizational processes and procedures. May be expected, through on-the-job training, to progress to the Payroll and Payables Specialist, Senior level.
Positions allocated to this classification report to a designated supervisor or coordinator and work under general supervision commensurate with the level of knowledge and experience. Work in this class is distinguished from higher classes by its application of recurring accounting duties and limited supervisory responsibilities, and from lower classes by more varied and complex duties, innovation, and support of multiple functions.
EXAMPLES OF WORK**
- This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower level duties may be required.
Depending on area of assignment:
Process bi-weekly payroll for all employees. Process monthly payroll for all retirees.
Manage tax and withholding records and deductions for all federal, state, local, or other corporate taxes that affect payroll.
Answer questions regarding paychecks, withholding tax issues, or earnings adjustments from employees and help troubleshoot possible pay issues.
Follow and calculate outside wage garnishment requests or judgments when required.
Calculates and prepares routine and semi-complex checks for payments of invoices, utilities, taxes and other payments.
Complies with organizational, Federal and state policies, procedures and regulations.
Respond to external suppliers and internal managers regarding all aspects of the accounts payable process, including processing invoices for payment, verifying payment records, and reconciling payment issues.
Research information to provide accurate and timely solutions to internal clients and suppliers.
Verify the accuracy of vendor invoices and confirm that the correct account codes are used.
Generate payment to vendors on a routine schedule and match the payment with backup for review by the financial manager.
Inspect paid and unpaid invoices including cleared payment inquiries and check voiding to maintain accurate files and records according to company standards.
Review automatic payments to ensure correct coding and authorization as well as sufficient documentation.
Develop and maintain a filing system for financial information, records and documents to ensure easily available information.
Attends work on a continuous and regular basis.
Non-essential Job Functions
May provide assistance to other personnel in the analysis and research of financial data and in the preparation of regular and special fiscal reports.
Performs other related duties as assigned.
Qualifications
To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Below are the required education, experience, knowledge, skills and abilities to perform the essential functions.
Education And Experience
Graduation from high school or possession of an acceptable equivalency diploma, and three years of experience in para-professional accounting, bookkeeping, payroll, payables or other revenue-related accounting work; an Associate of Arts degree with at least 12 semester hours of accounting can be substituted for two years of experience; or an equivalent combination of education, training and experience which provide the required knowledge, skills and abilities.
Typing at a speed acceptable to departmental needs may be required.
CERTIFICATIONS OR LICENSES
Licenses
None.
Certifications
None.
Knowledge, Skills And Abilities
Knowledge of and ability to process routine and semi-complex payroll, including hours of work and overtime provisions of the Fair Labor Standards Act.
Knowledge of and ability to process invoices.
Knowledge of financial operations and bookkeeping principles and standard office terminology, procedures, routines and equipment.
Knowledge of, and ability and willingness to apply, appropriate and applicable accounting principles and procedures, and applications to accounting functions.
Knowledge of rules and regulations of keeping accounting records.
Knowledge of business English and arithmetic.
Ability to learn and apply more complex principles of accounting rules and regulations.
Ability to skillfully operate computers and relevant software and other business machines.
Ability to analyze semi-complex utility accounting, billing system and payroll problems.
Ability to make mathematical calculations with reasonable speed and accuracy.
Physical And Environmental Requirements
To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work related environmental conditions.
Physical Requirements
While performing the duties of this job, the employee is often required to sit for prolonged periods of time.
May on occasion require lifting, pushing, and/or pulling (less than 20 pounds).
WORK ENVIRONMENT
May be required to work and attend meetings outside regular business hours.
Note:
May Require Assessment(s).
May fill multiple positions.
May establish an eligibility list.
Come join our team! The City of Gainesville offers a competitive benefits package and opportunities to grow both professionally and personally.
All ‘regular’ employees are eligible for traditional benefits such as health insurance, life insurance, paid leave, 11 paid a holidays a year, a pension plan and a deferred compensation plan, but we also offer great things like on-site fitness centers, tuition reimbursement, on-site medical staff and a wellness program to keep you healthy and happy. Please note; benefits are not available for temporary employees.
Equal Opportunity
The City of Gainesville is an equal opportunity/affirmative action employer and does not discriminate in hiring. Minorities, women and individuals with disabilities are encouraged to apply. Individuals with a disability, who require special accommodations during the selection process, should notify the Human Resources Department at 352-334-5077 or TDD/TTY at 352-334-2292.
Veterans' Preference
Veterans are encouraged to apply. Veterans’ Preference ensures that veterans and eligible persons are given consideration at each step of the selection process. However, preference does not guarantee that a veteran or other eligible person will be the candidate selected to fill the position. Section 295.07, Florida Statutes (F.S.) specifies who is eligible for Veterans’ Preference. State of Florida residency is not required for Veterans’ Preference.
If you are unable to apply online due to a disability, contact recruiting at HR@cityofgainesville.org or by calling 352-334-5077.
Salary : $22 - $33
