Payroll Administrator

Payroll Specialist

This position will remain open until filled, with applications reviewed on an ongoing basis. This job posting may be removed at any time without prior notice. Interested applicants are encouraged to apply as soon as possible for full consideration.

Under general supervision, to perform a variety of technical and clerical duties involving financial record keeping; process the biweekly payroll, which includes civil-service Police and Fire, in a timely and accurate manner; provide related technical assistance to the Finance Department and City staff; perform other duties as assigned.

DISTINGUISHING CHARACTERISTICS:

Employees within this class perform and administer duties requiring a high degree of analysis, individual judgment and confidentiality in the administration of payroll activities. Employees must be able to adapt in an environment in which specific parameters change frequently in accordance with evolving City policies, federal law, and software modifications. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.

Employees must be able to function effectively in an environment often involving sensitive issues of employee pay as well as the close scrutiny and potential for significant financial penalties exacted upon the City by various agencies of government, particularly the Treasury Department.

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

• Prepare and process bi-weekly payrolls, along with all related reports; process all necessary payroll adjustments; audits payroll to ensure it satisfies internal controls and regulatory requirements.
• Prepare and reconcile 941 quarterly reports.
• Maintain the timekeeping software system of record
• Maintain payroll files in accordance with federal and state regulations to include accruals on leave balances. Respond to open records requests. Administer record retention procedures including tracking and the facilitation of destruction of documents according to retentions schedules and applicable laws.
• Act as a liaison between the payroll function and City employees; address employee questions regarding payroll policies and programs; provide employees with direction and information needed to accurately complete forms and time sheets.
• Assist with W2 processing, including researching, identifying, reconciling and correcting reported W-2 wages and with holdings, as applicable.
• Prepare regular and special reports for payroll and employee related information as scheduled or requested.
• Research, evaluate and report on historical payroll and employee related information as requested by authorized employees, former employees, city management or others.
• Prepare and process biweekly, monthly, quarterly, and annual reports as needed for FR&R, Empower, TMRS, Workers Compensation, Bureau of Labor Statistics, and the Texas Workforce.
• Prepare documentation for annual Workers Compensation audit.
• Prepare and reconcile Daily Cashiering Receipts related to the end of day processing.
• Reconcile assigned general ledger accounts.
• Develop or modify written procedures related to the payroll process.
• Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner.
• Perform general office duties to include filing, photocopy, fax, memos and letters.
• Perform other duties as assigned.

EMPLOYMENT STANDARDS:

Knowledge of:

• Bookkeeping principles and practices to include verification of time sheets and salary changes, as needed to prepare or maintain accurate records and reports.
• Payroll policies and procedures to include those related to time keeping and time reporting as needed to ensure employees are compensated correctly and leave balances are accurately maintained.
• Accrual rules such as the rate at which annual, sick, and compensatory leave are accrued and the procedures for…