What are the responsibilities and job description for the Accounts Payable/Payroll Clerk position at City of Whitewater, WI?

Salary : $52,270.40 - $70,553.60 Annually

Location : Whitewater, WI

Job Type : Full-Time

Job Number : 2025-ADFIN01

Department : Finance

Opening Date : 01 / 08 / 2025

Closing Date : 1 / 29 / 2025 11 : 59 PM Central

Job Summary

The Accounts Payable / Payroll Clerk position performs a variety of skilled, professional accounting duties for a specific area requiring detailed knowledge of established bookkeeping and accounting principles and procedures.

Performs recurring and moderately complex clerical accounting assignments in accordance with standard operating procedures and precedents, specifically, but not limited to, the areas of payroll, benefits administration, and accounts payable.

Essential Duties and Responsibilities

This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary.

Compile and process bi-weekly payroll for City.
Maintain payroll records for setup and changes of payroll data on new and continuing employees. Record data concerning transfer of employees between departments.
Wisconsin Retirement System (WRS) Enrollment and terminations, life and income continuation insurance enrollments.
Compile payroll data such as hours worked, taxes, insurance, withholdings & benefits, from time sheets and other records.
Prepare computer input forms; enter data into computer files, or computer wages and deductions; and post to payroll records.
Record changes affecting net wages such as exemptions, insurance coverage, and various payroll deductions for each employee to update master payroll records.
Maintain payroll related employee leave records, such as vacation and sick time accumulation and used.
Implement labor union contract provisions pertaining to payroll.
Review wages computed and corrects errors to ensure accuracy of payroll.
Prepare, print and distribute bi-weekly payroll.
Prepare biweekly electronic bank direct deposit.
Prepare biweekly ICMA & WI Deferred Compensation, Child Support, 125 Flex Plan, Union Dues and United Way withholdings, and employee maintenance for these agencies.
Prepares monthly retirement and insurance submissions and on-going employee account maintenance with Department of Employee Trust Funds.
WRS Annual reconciliation.
Prepares quarterly unemployment filing with the State of Wisconsin and Federal 941 report.
Prepares Bureau of Labor Statistics worksite report.
Prepares and files annual report of employee wages with the State and Federal governments.
Prepare year end reports, W-2 tax forms, and prepare payroll systems for the New Year.
Maintain individual payroll records, and tax rate programming.
Answer payroll related questions from employees.
Accounts payable for City and Hospital Fund.

Process invoices, receive requisitions from City departments, and prepare and submit bills on a biweekly basis to the City Council for approval.

Analyze accounts payable coding for accuracy.

Prepare vendor checks.

Prepare schedules for annual audits and year-end 1099 forms.

Charge card purchases, monthly P-Card, and Fleet Card statement processing.

Answer and transfer incoming telephone calls, and provide accurate information to the public about routine, non-routine and technical information and City programs and policies.

Receive and assist visitors at City Hall, including answering questions and basic customer relations; responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.

Receive telephone calls and citizen visits concerning utility billings or services; handles questions and matters of a more technical nature; and responds to citizen requests and complaints.

Perform a variety of clerical functions as needed to accomplish work routines as follows, including filing; posting and or logging information to manual or automated records; processing mail; ordering supplies; duplicates and distributes materials; collating and assembling documents; photocopying, scanning and faxing documents; accept utility, property tax, and court payments.

ADDITIONAL DUTIES AND RESPONSIBILITIES

Provides back up support to the Accounting Technician II-Utilities, Court Clerk, and Comptroller as needed.

Assist in collection of municipal revenues, including dog license fees, real estate taxes, personal property taxes, special assessments, mobile home parking fees, court fines, etc.

Assist administration of payroll related employee benefit programs. Assist and or research employee concerns regarding benefits.

Fulfill external employment and wage verification requests.

Develop and maintain written procedures for all duties performed.

Other projects and duties as assigned.

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

Associates Degree from an accredited school with course work in Accounting, Finance, or a closely related field, preferred.

One (1) to three (3) years of increasingly responsible related experience, preferably in governmental accounting, or any equivalent combination of related education and experience that provides requisite knowledge, skills and abilities for the position.

Language Skills

Ability to analyze data and information using established criteria, in order to determine consequences and to identify and select alternatives. Ability to compare, count, differentiate, measure, copy, record and transcribe data and information. Ability to classify, compute, tabulate, and categorize data.

Ability to persuade, convince, and / or train others. Ability to advise and interpret how to apply policies, procedures and standards to specific situations.

Ability to utilize a variety of advisory data and information such code manuals, City ordinances, directories, State statutes, procedures, guidelines and non-routine correspondence.

Ability to communicate orally and in writing with City personnel, Department personnel and City residents.

Mathematical Skills

Ability to calculate percentages, fractions, decimals, volumes, ratios, present values, and spatial relationships. Ability to interpret basic descriptive statistical reports.

Knowledge of accounting principles and practices.

Apply bookkeeping and fundamental accounting principles to the maintenance of account records and statements.

Analyze and interpret financial data and develop recommendations to improve routines and procedures in area of assignment.

Complete arithmetical computations accurately and rapidly.

Ability to perform cashier duties accurately.

Reasoning Ability

Ability to use functional reasoning in performing influence functions.

Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory and / or judgmental criteria.

Ability to work well under pressure and handle stressful situations, to organize work and set priorities, managing time and resources to meet deadlines and changing demands within the entire operation of administrative services, perform duties with a minimum of supervision.

Other Qualifications

Proficiency in typing; 10 key calculator; computers and electronic data processing; Microsoft Office, including Word and Excel.

Working knowledge of modern office practices and procedures; and general accounting software.

Ability to effectively meet and deal with the public.

Ability to work effectively in cooperation with fellow employees as a member of the administrative staff team.

Ability to work in and maintain an environment that deals with sensitive and confidential information.

Ability to identify opportunities to improve process efficiencies and cost savings.

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 frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or operate objects, tools, or controls; and reach with hands and arms.

Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration.

Requires the ability to operate, maneuver and or provide simple but continuous adjustment on equipment, machinery and tools such as computer and other office machines, and or materials used in performing essential functions.

Ability to coordinate eyes, hands, feet and limbs in performing slightly skilled movements such as typing and to operate various pieces of office equipment.

Ability to recognize and identify degrees of similarities and differences between characteristics of colors, shapes and textures associated with job-related objects, materials and tasks.

The employee must exert light physical effort in sedentary to light work, occasionally involving lifting, carrying, pushing, pulling, crouching, crawling, kneeling, stooping and or moving up to 25 pounds.

The City of Whitewater is an Equal Employment Opportunity. In compliance with the American with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Supervision Received and / or Exercised

Works under general supervision, performing most job duties independently.

Opportunity to vary work steps and in deciding appropriate procedures, guidelines and methods to apply exists, and end results are reviewed.

Prior related work experience and knowledge base utilized to enhance departmental policies and procedures.

Incumbents prioritize their own work, manage their time effectively and respond to many questions independently.

No formal supervisory responsibilities.

Wisconsin Retirement System (WRS) - WRS participation begins the 1st day of employment. The City and Employees share the required Employee Trust Fund (ETF) contribution.

Wisconsin Public Employers Group Life Insurance Program - Employees are eligible to purchase life insurance in this program on the 1st of the month following their hire date. Spousal / dependent coverage is available.

Income Continuation Insurance (Long Term Disability Insurance) - Employees are eligible for coverage the 1st of the month following their hire date. City will pay full cost of basic coverage at 180 day elimination period. Employee may pay a premium to reduce the elimination period and purchase supplemental coverage if eligible.

Health Insurance - Employees are eligible for coverage the 1st of the month following their hire date. Single or Family coverage available.

Dental Insurance - Employees are eligible for coverage the 1st of the month following their hire date.

Vision Insurance - Employees are eligible for coverage the 1st of the month following their hire date.

Section 125 Flexible Benefit - Optional Employee benefit. Employees are immediately eligible for the City's FSA (Section 125) Program benefit upon hire. FSA contributions can be made for Medical and / or Dependent care.

Direct Deposit - All employees are required to participate in direct deposit.

Paid Vacation - Employees are eligible for paid vacation upon completion of three (3) months of continuous employment. Vacation is prorated for the initial year of employment, and does not include the first 3 months of employment. Vacation time is awarded to employees on a calendar year basis.

Paid Sick Leave - Employees earn sick leave hours each pay period.

Wisconsin Deferred Compensation Program (WDC) - The WDC is Wisconsin's supplemental retirement savings program authorized under Section 457 of the Internal Revenue Code (IRC). Employees choosing to participate in the program enroll directly with WDC for payroll deduction.

Questions - If you have additional questions regarding any benefits offered by the City of Whitewater, please contact Human Resources, (262) 473-1387 or

Salary : $52,270 - $70,554

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