Payroll Supervisor/Operations Clerk

Job Description

Primary purpose:

Payroll Supervisor /Operations Clerk will work in a fast paced, service-oriented operation and interact daily with the public and City staff. The Payroll/Operations Clerk is expected to act politely with enthusiasm and a positive attitude, ensuring tasks, requests and objectives are addressed in a timely fashion. The Payroll Supervisor /Operations Clerk will frequently communicate with City staff and the public using good oral and written communication skills in person, over the phone, through email, text, or other electronic means. Will be expected to work independently, set goals, be organized, make independent decisions, and demonstrate strong communication and organizational skills. Work shall include clerical and organizational assistance for the City’s Urban Forestry Division during tree emergency events as well as during the Department’s snow removal operations (this includes times outside of normal business hours). The Payroll Supervisor /Operations Clerk will also be expected to assist the Department and City during the activation of the City’s Emergency Operations Center as directed.

Supervision:

Scope and Judgment: Performs administrative duties requiring mature and independent judgment and initiative to analyze, solve problems and make decisions based on departmental and city policies and procedures. Exercises considerable judgment and initiative in performing duties.

Supervision Received: The work is performed under the direction of the Commissioner. Operates with minimal supervision and in accordance with applicable state and local laws and regulations, department policies and procedures, requiring the ability to plan and perform operations to independently complete assigned tasks according to a prescribed time schedule. Incumbent independently establishes own daily work plan based on regular routine and special assignments.

Supervision Given: Provide guidance and direction to staff in the office duringsnow removal operations tree emergency events.

Essential Functions:

• Clerical activities including computer, posting, data entry, and payroll processing to prepare the department regular, temporary and other payrolls.
• Prepares various reports for accounting and departmental records, including but not limited to, checking daily timecards, timesheets, and attendance records to calculate regular and overtime hours.
• Maintains employee records including withholding records, Personnel Actions Forms, attendance records, and any employee files (digital and hard copy).
• Coordinates and processes confidential reports for all person’s in the Department including reports for those persons working with youth.
• Prepares and processes all Personnel Forms for the Department as well as all other necessary paperwork for hiring staff as required by the Department and Human Resources.
• Creates Departmental correspondences, including letters, memos, and reports.
• Receives call, emails, and other digital requests from the public regarding all aspects of the Department and works to address these requests in a timely fashion.
• Communicates with division heads and other Department staff and provides information regarding customer requests and inquiries.
• Assists the City’s Urban Forestry Division during tree emergency events by receiving requests from the public and other City agencies. Organizes this information and provides data to the Division in a way that helps with timely resolution of the work.
• As deemed appropriate by senior management shall assist the Department during snow removal operations by organizing and dispatching issues to division staff.
• During the activation of the City’s Emergency Operation Center employee will represent the Department and assist as deemed necessary.
• Assist other Departmental Administrative staff and fill in during absences as needed.
• As deemed necessary by the Commissioner receive direction from the Commissioner and work to address assigned tasks.
• Provide clerical and administrative support to other staff members and Divisions in the Department
• Perform similar or other duties as directed by senior management.

Qualifications

Education, Training and Experience: Associates degree or equivalent combination of education, training, and experience. Five years of progressive administrative support experience and/or training. Knowledge of administrative office procedures and the operation of office equipment such as personal computers and computer software, word processing and spreadsheet applications. Three years of experience working with the public in a municipal setting, including experience with permitting, municipal tree care operations and emergency events is desirable.

Knowledge, Ability and Skill: Knowledge of Microsoft Word, Excel, Internet, etc. Good communications skills. Employee must have a valid Massachusetts Class D driver's license or better. Knowledge of basic accounting and payroll processing, administrative support practices, office procedures and the operation of office equipment such as personal computers and computer software, data processing and/or word processing. Must be flexible and must have the ability to make independent decisions and take initiative.

Work Environment

Position requires examining, analyzing and evaluating facts and circumstances surrounding individual problems, situations, or transactions, and determining actions to be taken within the limits of standard or accepted practices. Guidelines include a large body of policies, practices and precedents, which may be complex or conflicting at times. Employee is expected to weigh efficiency and relative priorities in conjunction with procedural concerns in decision making. Public contact is typically with others at similar levels within the organization, or external peers; contractors; general public and residents. Contact usually occurs in person, in writing, and on the telephone.

Physical skills and effort

Employee works in a moderately loud office, must be able to talk, listen/hear in these conditions. Must be able to work on their feet, sit at a workstation, occasionally lift up to 20 pounds. Tasks may involve extended periods of time at a keyboard or workstation. Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally. Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. Must be able to work on a fast-paced environment that requires multi-tasking, flexibility, and extensive interpersonal interactions. Some evening and weekend work may be required.

Performance Standard

Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City’s values. Employees are also expected to lead by example and demonstrate the highest level of ethics.

Company Description

THE CITY:

The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus. The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.

OUR GOVERNMENT:

Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Ruthanne Fuller was sworn in on January 1, 2018 after serving on the City Council. She ran on a platform of providing Newton’s children with a top-notch education in an inclusive environment where empty nesters, seniors, young families, and people of diverse incomes can live together in vibrant villages and neighborhoods. Mayor Fuller is committed to keeping Newton safe, improving the city’s infrastructure, addressing climate change, providing excellent and responsive city services, and fostering art, culture and community life. The first female Mayor of Newton, she is a tireless advocate for all the city’s residents and is committed to making sure the city is welcoming, inclusive and diverse. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.

AS AN EMPLOYER:

The City of Newton believes that its employees are its greatest asset. To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits. We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities. We continuously work to review and expand upon our benefit offerings. We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees. And as always, you are encouraged to reach out to our dynamic HR Team by emailing hr@newtonma.gov.

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

• Actively recruit, develop, and retain a diverse and talented workforce.
• Proactively address discrimination through education and in partnership with other departments and leaders.
• Serve as a role model to celebrate and nurture diversity.
• Foster inclusion by staying curious and clarifying assumptions.
• Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
• Build and strengthen accountability at all levels to support diversity efforts.

Benefits

• Health insurance
• Dental insurance
• Tuition Reimbursement
• Flexible Spending Accounts
• 457 Deferred Compensation plans
• Metro Credit Union
• Verizon Wireless discount
• Employee Assistance Program
• Generous paid leave time benefits and paid holidays.
• City Retirement (Mandatory)
• Weekly Direct Deposit
• Opportunity to serve the public and join a dynamic team of dedicated employees