Payroll Administrator

As the point person on payroll matters for the Town, you will be responsible for the accurate and timely processing of all payroll-related activities. This includes, but is not limited to: Payroll Processing, Retiree Pension Payments, Tax and Benefit Payments, Tax Reporting and Virginia Retirement System Payments/Policies.

This class works under limited supervision, independently developing work methods and sequences.

Work Schedule: Monday through Friday 8:00 AM - 4:30 PM

All new employees must satisfactorily complete a background check. A conditional offer of employment may then be made contingent upon the successful completion of a drug test. 

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

Essential Functions:

Independently performs all tasks necessary to process payroll; reviews timesheet entries, balances time and leave accruals, enters deductions and retiree wage changes, develops and maintains direct deposit information and prints checks, ensures pay remitted to employees in a timely manner.

Reviews personnel actions in MUNIS to ensure correct data entry/accounts

Updates/Manages/Enters all employee benefits deductions, including but not limited to health insurance, retirement, flexible spending, and life insurance.

Maintains employee deductions by reviewing all personnel action forms and deduction changes and keying corresponding information into payroll system including garnishments, child support, liens, and tax withholdings. 

Prepares wire transfers for tax payments and benefit remittances; funds payment of taxes and remittances; makes payments; reconciles payments to deductions.

Prepares quarterly tax returns and annual 1099-R’s or W-2's; verifies data for accuracy; responds to employee questions.

Keeps abreast of current issues related to payroll; ensures the Town is in compliance with all payroll laws and regulations.

Keeps abreast of updates to Virginia Retirement System (VRS) rules and regulations, and their impact on employee benefits. 

Researches payroll issues and communicates to appropriate audience; researches and responds to various employee/customer/vendor inquiries and requests.

Prepares vendor payment checks related to payroll benefits.

Additional Duties:

Processes manual checks and special wage payments (e.g., retroactive pay, awards, allowances, Annual Leave cash, moving expenses, and third-party sick pay) and calculates tax gross-ups when applicable.

Provides support to other functions in the finance department, including front counter and switchboard.

Reconciles all payroll related General Ledger accounts in support of the annual audit; clears checks in payroll system and runs outstanding checks report for bank reconciliation.

Performs financial and payroll system analysis; runs standard payroll and leave reports; develops ad hoc financial and operational reporting as needed.

Prepares and responds to special payroll-related reporting such as the annual Worker’s Compensation audit and actuarial reporting requirements.

Performs related work as assigned.

Responsibilities, Requirements and Impacts

Data Responsibility:

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation.  Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Coordinates or determines time, place or sequence of operations or activities based on analysis of data or information and may implement and report on operations and activities. Ensures personal identifiable information is used, stored, and sent responsibly.

People Responsibility:

People include co-workers, workers in other areas or agencies and the general public.

Persuades or influences others in favor of a service, point of view, or course of action; may enforce laws, rules, regulations, or ordinances.

Communicates payroll issues affecting employees with accuracy and empathy. 

Asset Responsibility:

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

Requires responsibility and opportunity for achieving considerable economies and preventing considerable losses through handling of very large amounts of money.

Mathematical Requirements:

Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems.

Uses mathematics involving the practical application of fractions, percentages, ratios and proportions. 

Understands and can apply formulas related to total gross pay, deductions, tax withholding, and net pay to confirm calculation accuracy.

Communications Requirements:

Communications involves the ability to read, write, and speak.

Reads technical instructions, procedures manuals and charts to solve practical problems; composes routine reports and specialized reports, forms, and business letters, with proper format; speaks compound sentences using normal grammar and word form.

Judgment Requirements:

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Responsible for guiding others, requiring frequent decisions, affecting the individual, co-workers and others who depend on the service or product; works in a somewhat fluid environment with rules and procedures, but many variations from the routine.

Complexity of Work:

Complexity addresses the analysis, initiative, ingenuity, concentration and creativity, required by the job and the presence of any unusual pressures present in the job.

Performs skilled work involving rules/systems with almost constant problem solving; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure.

Impact of Errors:

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is serious – affects most units in organization.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Equipment Usage:

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Leads or handles machines, tools, equipment or work aids involving moderate latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards:

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

Involves routine and frequent exposure to bright/dim light; dusts and pollen.

Safety of Others:

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public. 

Requires no responsibility for the safety and health of others.

Requires an Associate’s Degree or specialized courses/training equivalent to satisfactory completion of two years of college in Accounting, Business Administration or closely related area.  Certified Payroll Professional certification highly desired.

Requires four years full time accounting, bookkeeping or closely related experience.

Americans with Disabilities Act Compliance

The Town of Vienna is an Equal Opportunity Employer.  ADA requires the Town of Vienna to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Salary : $71,977 - $115,883