Payroll Systems Analyst

City of Lowell

Job Description

Auditing

Payroll Systems Analyst

Job Title: Payroll Systems Analyst (2700-06, J#6166, 3925)

Department: Auditing

Reports To: City Auditor

Union: AFSCME 2532

FLSA Status: Non-exempt

Salary: $110,464.00 (Min) to $123,240.41 (max) annual; 37.5 hours per week

SUMMARY

The Payroll Systems Analyst oversees and maintains the payroll systems for both City and Schools; including the maintenance of all payroll and databases; ensures the accurate compilation, analysis, and reporting of payroll data; and establishes and enforces payroll procedures and policies; supervises payroll staff and provides indirect supervision and guidance to decentralized payroll clerical staff and support personnel in all City and School departments.

Prepares feasibility studies of potential systems modifications and changes to payroll processing. May act as liaison between payroll and MUNIS systems to ensure documentation of system functions and capabilities and to facilitate the training of payroll staff in the use of the automated system. Supervises and coordinates all City and School Department payroll activities.

Extensive knowledge of MUNIS software, and IRS & DOR payroll regulations. Ability to investigate and analyze information and to draw conclusions. Ability to plan, implement, test, and troubleshoot system software. Ability to develop systems solutions for operational problems. Knowledge of computer flow charts. Ability to determine computer problems and to coordinate solutions. Ability to communicate technical guidance and instruction to users on the use of PC and/or mainframe applications and systems. Records maintenance skills. Knowledge of computer security procedures and protocols required. The ability to determine the nature of computer hardware and systems software issues and to communicate technical guidance and information to users and to the vendor is a must. Responsibilities may require flexible schedule in response to needs of the systems and Departments being supported.

ESSENTIAL DUTIES AND RESPONSIBILITIES Include the following. Other duties may be assigned.

• Updates payroll procedures and program parameters in accordance with union contracts, legal requirements, city policies and civil service rule changes. Works in a highly sensitive public setting with a variety of federal, state and municipal regulations, including labor contracts.

• Reviews, or directs review of, personnel records to determine names, rates of pay, and occupations of newly hired workers, and changes in wage rates and occupations of

employees on payroll.

Trains and assesses performance and provides feedback. Schedules and assigns work.

• Records, or directs recording of, new or changed pay rates on computer files.

• Directs computation of pay according to City policy. Directs compilation and preparation of other payroll data such as step raises, longevity, reimbursements, pension, insurance, and credit union payments. Reviews and approves payroll deductions. Prepares quarterly tax returns for federal, state and FICA, as well as for all other-deductions. Supervises and coordinates fiscal and calendar year-end processing of payroll, including supplemental School payrolls, W-2 and other Federal and State tax forms, and any other government required documentation. Oversees the maintenance of payroll records, logs and files in accordance with City policy and state and federal laws and regulations.

• Oversees processing of payroll check exceptions and court ordered deductions, garnishments, tax levies, and child support enforcements.

• Ensures timely reporting and payment of the employer’s and employees’ withholding taxes and miscellaneous withholdings to appropriate agencies, including Mass State Teachers Retirement, City retirement contributions, union dues, 457’s and TSA’s.

• Ensures that City departments pay practices under the FLSA are followed and adhered to and ensure that promotions and appointments within departments are in line with their department budget.

• Maintains sick, sick bank, vacation, and personal day accruals and ensures proper payment of accruals for terminating employees.

• Assist the Auditor in preparation of yearly budget.

• Prepares various reports using automated payroll system and related software applications.

• Interprets company policies, Labor Contracts, Ordinances and government regulations affecting payroll policies and procedures.

• Directs preparation of government reports. Reviews payroll to ensure accuracy.

• Determines work procedures, prepares work schedules, and expedites workflow. Enforces established payroll related policies, procedures and regulations. Evaluates and develops changes to the payroll business and computer systems and procedures.

• Issues written and oral instructions for payroll procedures.

• Assigns duties and examines work for exactness, neatness, and conformance to policies and procedures.

• Studies and standardizes procedures to improve efficiency of subordinates.

• Adjusts errors and complaints.

• Monitors and provides employee assistance regarding OBRA.

SUPERVISORY RESPONSIBILITIES

Directly supervises all City and School Payroll Staff Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include training employees; planning, assigning, and directing work; appraising performance; addressing complaints and resolving problems.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

Applicants must have at least five (5) years of full time administrative, managerial or professional experience in the field of business administration, benefits, accounting or financial management of which one year is preferred in a supervisory capacity. Demonstrated experience in payroll administration, wage and salary determination and state, federal and local tax with holding requirements. Complete knowledge of the Fair Labor Standards Act, Medicare, Social Security Act and other pertinent laws that effect municipal payroll systems. Demonstrated work experience using MUNIS automated payroll system required.

LANGUAGE SKILLS

Ability to read and comprehend complex instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to employees, managers, and other employees of the organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

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 regularly required to use hands to finger, handle, or feel. The employee frequently is required to walk, sit, reach with hands and arms, and talk or hear. The employee is occasionally required to stand. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

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.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and risk of electrical shock. The noise level in the work environment is usually moderate.

The City of Lowell is a smoke and drug free employer and requires a physical with drug screen and CORI, post offer.

Qualified individuals should apply by the deadline by submitting application/resume with cover letter using the City of Lowell job opportunities online portal:

https://cityoflowellma.munisselfservice.com/ess/employmentopportunities/default.aspx

The City is committed to encouraging diversity and inclusion through equitable opportunities for all community members. The aim is for our workforce, including contractors, to be truly representative of all sections of society and our community, and for each team member to feel respected while fostering belonging.

The City of Lowell assures that every individual shall have equal access to all City employment opportunities. The City is all-inclusive and no person shall be denied equal access because of race, creed, color, religion, national origin, sex, sexual orientation, gender identity, age, military service, or physical/mental disability.

EOE/AA/504 Employer

Job Type: Full-time

Pay: $110,464.00 - $123,240.41 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Professional development assistance
• Retirement plan

Schedule:

• Monday to Friday

Work Location: In person

Salary : $110,464 - $123,240