Payroll Specialist

The City of Gresham is pleased to accept applications for a motivated and engaged Payroll Specialist to join our small and mighty payroll team. The Payroll team produces timely and accurate citywide payroll in support of all city departments, which amounts to approximately 650 Full-time, Part-time, Limited Term, Temporary and Seasonal employees. The City has three collective bargaining agreements, as well as groups of Management, Supervisory & Confidential (MSC) employees and temporary employees with different personnel rules and contract terms impacting the payroll process.? 

This position may have a hybrid schedule. At this time, the City of Gresham is reviewing a return-to-office (RTO) policy which may increase in person requirements with notice. The hiring manager for this position will have more up to date information at the time of all verbal/contingent offers.  

As Oregon's fourth-largest city, Gresham is a welcoming community of hard-working people where tradition and heritage meet innovation and opportunity. Gresham is a dynamic and rapidly growing city where families and businesses have a mutual desire and drive to thrive. City of Gresham employees care deeply about the community they serve and go 'one step beyond' to deliver services in collaborative, inventive, practical, and nimble ways. Our work is challenging, fast-paced and rewarding.  

We believe that to deliver the highest level of service to all Gresham community members, it is crucial we employ a diverse workforce, foster an inclusive working environment, and ensure our policies and systems result in equitable outcomes. The City seeks candidates who will support these values by continuously incorporating equity in their daily work and actively contributing to a workplace culture that respects unique viewpoints, life experiences and cultural perspectives. Come build the future with us.  

Payroll responsibilities in this role include time and attendance data entry; issuing checks; submitting requests for tax payments; reconciling general ledgers; monitoring and adjusting employee leave balances; processing W-2s'; conducting benefit enrollment meetings; and keeping up to date on payroll rules and regulations to ensure compliance. 

The successful candidate will perform administrative and technical support for Payroll for the Budget & Finance Department with the City. This is a full-time regular status position and may have opportunities for a flexible schedule depending on payroll processing requirements and/or City policy.  

The Payroll Specialist reports to the Payroll Supervisor and applies knowledge of automated payroll systems to prepare a semi-monthly payroll. This position may also partner with departments across the City to provide subject matter expertise, which may include training, support and / or involvement on committees and projects. 

What you will get to do: 

• Payroll Processing, including final and manual payments - Process a semi-monthly payroll including all garnishments, federal and state liens on wages, insurance, collective bargaining agreement mandates, and voluntary deductions; maintain employee payroll records; produce and distribute employee paystubs and paychecks; research, monitor, and audit payroll information and accounts; research and resolve discrepancies and errors; calculate salary adjustments, including overpayments and retroactive payments; calculate, prepare, and record final payroll for terminations and retirements.
• Post-Payroll Processes - Reconcile and process ACH deductions and resulting payments for PERS/OPSRP, deferred compensation, garnishments and payroll taxes; reconcile and remit monthly union payments; balance, reconcile, and submit required monthly, quarterly, and annual tax reports; prepare and distribute W-2 forms; prepare and reconcile benefits and deductions after payroll process; prepare remittance requests for benefit payments to carriers; prepare remittance requests for voluntary deductions; prepare, reconcile, and maintain benefits records.
• Time Keeping System Maintenance & Support - Review, audit, and reconcile time records; verify and maintain leave and accrual information; ensure compliance with City policies, procedures, regulations, and collective bargaining agreements; support timekeeping system and resolve system issues and errors; train staff on timekeeping.
• Customer Service - Respond to and resolve confidential and sensitive inquiries; provide technical assistance, support, and training to staff on payroll, benefits, and the application of payroll laws and regulations; provide general financial
  information to outside agencies. Conduct new employee orientation and training on payroll; assist staff in
  resolving benefits and coverage issues; provide benefit continuation consultation for separating employees.
• Additional Tasks - Review PAF's in workflow for accuracy; approve and post PAF's. Update PERS, HRA Veba and Voya with new hires and terminations. Interpret and apply federal, state, and local laws, regulations, policies, and
  procedures in order to ensure payroll processing compliance.

Qualities we are looking for: 

• Be a Reliable Team Member: remain vigilant as the responsibilities of this position range from moderately difficult to complex technical work. Create and maintain written procedures in support of programs and processes. 
• Customer Service Champion: represent the City of Gresham providing top notch customer service to internal staff, vendors, other city departments. 
• Collaborative: An outgoing professional who values partnerships and forms relationships to get things done.
• Attention to Detail: An organizer and planner who thrives on details and can juggle multiple priorities and deadlines.
• Inventive: An out of the box thinker who will apply technical skills and emotional intelligence to problem-solving and who enjoys a challenge
• Nimble: A quick thinker who navigates obstacles with a positive, can-do attitude. Curious: A continuous learner who asks questions, explores new tools and strives to meet the changing needs and expectations of the organization and community.
• Trust and Confidentiality: maintain confidentiality and secure sensitive information. 

Minimum Qualifications: 

• Bachelor's degree in Accounting, Finance, Business or Public Administration, or related field.    

• One (1) to four (4) years of experience in payroll processing; time entry processing; or related experience as part of a full cycle payroll processing/ this position.  

• Experience working in a public agency
• Experience working with union contracts / union environment
• Experience with Governmental Payroll processes, Oregon PERS and multiple bargaining unit contracts
• Excellent oral and written communication skills
• Demonstrated ability to communicate complex concepts such as employee benefits or retro pay
• Demonstrated ability to maintain confidentiality
• Strong ability to maintain composure and elicit empathy
• Certified Payroll Professional (CPP) from the American Payroll Association 
• Excellent interpersonal skills to interact with a diverse audience

Any offer of employment is contingent upon successful completion of a criminal background check. 

To apply for this position, click 'Apply' at the top of this job posting.  

Required application materials:

• Complete online application (Do not type 'see resume' in any fields or leave work experience fields blank in the application template.)
• Answers to supplemental questions

Salary : $68,093 - $88,541