Payroll and Benefits Assistant

Position Summary

Under the general direction of the Human Resources Department, the Payroll and Benefits Assistant provides administrative support to the Human Resources and Finance departments. This position performs a variety of clerical, recordkeeping, and customer service functions, assists with payroll and employee benefits administration, maintains confidential records, supports financial and human resources processes, and provides general office support to ensure the efficient operation of both departments.

• Provides day‑to‑day administrative support to the Human Resources and Finance departments
• Prepares, processes, and maintains confidential personnel, payroll, benefits, and financial records
• Completes payroll processing activities, including reviewing timesheets, entering payroll‑related information, and preparing required payroll reports and filings in accordance with applicable laws, union agreements, and City policies
• Assists with employee benefits administration, including enrollments, changes, premium payments, COBRA administration, and maintaining benefit records
• Processes workers' compensation claim documentation and assists with required reporting
• Assists with annual reporting requirements, audits, and financial reconciliations, including W-2s, ACA, OSHA, IPERS, MFPRSI, unemployment insurance, and other required filings
• Completes employment verification requests, salary surveys, check requests, and other routine administrative and financial documents
• Maintains personnel and payroll records within the City's HRIS and electronic filing systems
• Provides courteous customer service to employees, departments, vendors, and the public
• Maintains office supplies for City Hall
• Completes daily run for mail and bank deposit
• Serves as support to Accounting Coordinator and Finance Director as needed
• Serves as back‑up for the Human Resources Coordinator as needed
• Answers phones, utilizes personal computers, common business equipment, and various software applications as they pertain to each job
• Other duties as assigned

• Applies high ethical standards, such as confidentiality, honesty, responsibility, and trustworthiness, at all times
• Demonstrates a high level of initiative, effort, attention to detail, and commitment by completing assignments in a timely and effective manner
• Provides friendly, prompt customer service at all times, to both internal and external customers
• Facilitates cooperation, trust, and teamwork with coworkers, supervisors, and other employees throughout the organization
• Follows organizational policies and procedures with minimal supervision, and complies with all applicable local, state, and federal regulations as they relate to each job
• Completes all required safety trainings/classes in a timely manner

• Must have the ability to manage multiple projects and prioritize workload in a timely and effective manner
• Must be able to work independently and with team members
• Must be able to communicate effectively using both written and oral methods
• Must possess strong computer skills, including basic Microsoft applications
• Must have the ability to work from verbal instructions and standard procedures; study and resolve routine problems; perform miscellaneous office support duties; provide customer service.

• High School Diploma or equivalent required
• A minimum of three years of experience in an Accounting or Human Resources role is required
• Experience with UKG or other Payroll processing software highly preferred
• Previous experience in a municipality setting is desirable

Primarily works in an office environment with controlled temperatures and limited exposure to loud noises or unusual smells.

The above information is intended to describe the general nature and level of work to be performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, requirements, and working conditions. The company reserves the right to change or assign other duties to this position as needed and as deemed appropriate. Employees holding this position will be required to perform any other job‑related duties requested by management.

Reasonable accommodations may be made as needed for employees to perform the essential duties and responsibilities and meet the requirements of the position. Except for employees covered by Civil Service and/or a collective bargaining agreement, City of Waverly employees are considered at‑will employees. An employee may terminate his/her employment at any time, and the City may also terminate the employee’s employment at any time.

Unless otherwise provided by contract or law, all employment with the City of Waverly is to be considered “at‑will.”