Payroll Administrator

Description

Hiring Range: $70,596 - $77,656 annually

Work Schedule: Generally, Monday-Friday; and, after-hours meetings and problem resolution

NATURE OF WORK
As a member of the Human Resources Department, the Payroll Administrator manages and oversees the full-cycle payroll process and time & attendance module and functions.

Under minimal supervision, performs a variety of high management, people-first approach, technical, and administrative payroll duties. Manages and processes the biweekly payroll with accuracy and complies with laws, rules, regulations, policies, and procedures. Processes, calculates, and verifies a variety of payroll actions; prepares payroll checks and/or direct deposits and wire transfers; prepares reports and payments for various tax, financial, and insurance organizations. Prepares and reviews payroll reports and verifies the accuracy and timeliness of recorded information. Supports the Human Resources Department with new hires, terminations, adjusts deductions, and creates manual checks as necessary. Completes quarterly reporting, W-2, and year-end reporting. Work requires practical knowledge of payroll policies, government regulations, and tax requirements. Performs routine administrative duties related to a variety of organizational responsibilities.

The Payroll Administrator is required to perform work in a manner consistent with and exemplary of the town’s PRIDE philosophy and the town’s Equal Opportunity Employment policy.

SUPERVISION RECEIVED
The Payroll Administrator works under the direct supervision of the Director of Human Resources to carry out assigned duties, functions, roles, and projects in both routine and complex circumstances. Receives general supervision; however, the employee is expected to work independently in the performance of assigned responsibilities within established guidelines.

Essential Job Functions

ESSENTIAL JOB FUNCTIONS
The Payroll Administrator is assigned specific assignments, job duties, scope, authority, responsibility, roles, and requirements determined by the town, department, division, and pursuant to laws, regulations, and practices. Individuals in this position must be able to successfully perform, be responsible for, and/or assist in the fulfillment of many job functions and duties, with or without reasonable accommodation.
The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive:

• Analyzes, manages, prepares, and processes payroll data to include garnishments, PTO, insurance, and retirement deductions, in accordance with the payroll schedule.
• Utilizes an automated system (NEOGOV) to prepare, produce, and maintain accurate and timely payroll records and reports.
• Review employee timesheet entry data, including electronic time clock(s) for completeness and accuracy, and contact various department supervisors/managers for missed time and inaccurate pay code entries.
• Prepares bi-weekly payroll.
• Maintains compliance with federal, state, and local employment laws and regulations, and recommended best practices; reviews policies and practices to maintain compliance.
• Creates, communicates, and maintains the town’s employee recognition program.
• Manages, conducts, and/or coordinates various employee training programs related to onboarding, payroll, and time & attendance.
• Maintains and files EEO-4 report annually; and maintains other records, reports, and logs to conform to EEO regulations.
• Maintains and files FAMLI quarterly reports.
• Expertise in handling employees in a people-first mindset.
• Reviews and responds to general unemployment claims with appropriate documentation.
• Audits, assists, and approves processing of new hires, changes, and terminations.
• Ensures at least one Human Resources individual is cross trained in all payroll and time & attendance functions.
• Investigates, resolves, and corrects payroll discrepancies and errors.
• Keeps up to date with changes in payroll regulations and adjust payroll systems and processes accordingly.
• Performs technical and administrative duties in support of Human Resources activities and operations.
• Verifies time-keeping data entry from supervisors and employees to ensure accuracy for bi-weekly payroll processing.
• Trains Supervisors/Managers on the Time & Attendance portal. Prepares and maintains employee training packets.
• Attends new-hire orientation to assist with employee NEOGOV HRIS set up and training, and direct deposit setup.
• Completes quarterly State and Federal payroll reports accurately and timely.
• Prepares ad hoc reports as requested by management.
• Performs various administrative and support functions as needed of Human Resources.
• Creates and implements new processes to gain efficiencies.
• Prepares and issues W-2s at year-end, including reconciliation to payroll records and general ledger records.
• Maintains confidentiality and an atmosphere of excellent customer service.
• Attends meetings, conferences, workshops, trainings as required.

• Support annual audits with external auditors.
• Collaborates with the Finance Department and ensures strong internal controls.
• Assist in short- and long-term projects.
• Work closely with all departments to ensure compliance with accounting policies and procedures.

• Performs research as directed, such as discovering new technology or tools, market research, etc.
• Performs related duties as established by law/ordinance or reasonably directed by the town.
• Other duties, as assigned.
• Assists other town departments/divisions, as necessary.

Education, Knowledge, Skills, Abilities

EDUCATION, EXPERIENCE AND FORMAL TRAINING

• Associate degree with some courses in accounting or bookkeeping, bachelor’s degree in accounting, Human Resources and/or related field preferred.
• Three (3) or more years of related experience in payroll management. Local government accounting experience preferred.
• Advanced proficiency in Word, Excel, PowerPoint, Outlook, and financial software programs is required.
• NEOGOV experience preferred.
• Certified Payroll Professional (CPP) certification is preferred.
• Equivalent combination of training and experience that provides evidence that the applicant possesses the required knowledge, skills, and abilities to perform the essential functions of the job.

• Knowledge of general ledger accounting systems.
• Knowledge of Federal and State employment laws.
• In-depth understanding of human resources and labor rules and regulations.
• Experience with HRIS systems and working knowledge of payroll software.
• Strong organizational and time management skills.
• Skill demonstrating a high degree of accuracy and attention to detail.
• Strong written and verbal communications skills with the ability to express ideas and facts and interact with all levels of the organization including elected officials and customers both internal and external.
• Ability to exercise sound judgment.
• Ability to maintain a high degree of confidentiality.
• Ability to prepare concise and comprehensive reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to effectively manage multiple tasks and meet established deadlines.

• Equipment:Position requires the use of a variety of equipment: computers, tablets or other digital equipment, copiers, printers, scanners, fax machines, telephones, shredder.
• Materials:Position requires the use of a variety of materials used in general office work.

Additional Information

WORKING ENVIRONMENT & PHYSICAL REQUIREMENTS

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.

The physical activities of this position include, but are not limited to, the following: fingering, sitting, grasping, reaching, handling, feeling, talking, hearing and repetitive motions.

The physical requirements of this position are considered Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.

The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.

The employee is not substantially exposed to adverse environmental conditions (as in a typical office or administrative work).

The town is dedicated to the principles of equal employment opportunity. The town prohibits unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, marital status, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law. This prohibition includes unlawful harassment based on any of these protected classes. Unlawful harassment includes verbal or physical conduct that has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment. This policy applies to all employees, including managers, supervisors, co-workers, and non-employees such as customers, clients, vendors, consultants, etc.

The town will make reasonable accommodation(s) for qualified individuals with known disabilities unless doing so would result in an undue hardship for the town or cause a direct threat to health or safety. The town will make reasonable accommodation(s) for employees whose work requirements interfere with a religious belief, unless doing so poses undue hardship on the town. Employees and/or applicants needing such accommodation are instructed to contact the Human Resources Department.