ACCOUNTING – STAFF ACCOUNTANT PAYROLL ADMINSTRATOR Position Available In Franklin, Massachusetts

STAFF ACCOUNTANT/PAYROLL ADMINISTRATOR

Department:

Accounting Grade:

6

Division:

N/A Revision Date:

12/24

Appointing Authority:

Finance Director Bargaining Unit:

SSEA Definition:

A highly skilled Staff Accountant with a payroll focus. Responsible for a full range of administrative support work, maintains the payroll system to ensure the accurate, and timely processing of bi-weekly payroll for city and school employees. Responsibilities include reviewing and reconciling payroll reports, providing necessary data for journal entries, and addressing payroll inquires effectively. Generates weekly accounts payable warrants and reconcile payroll and tax-related information, as well as financial transactions associated with accounts payable and accounts receivable. Prepare, maintain, and verify essential documents related to purchasing, finance, budgeting and accounting. Organize and analyze data for annual reporting requirements. Supports Procurement by managing record-keeping tasks and performing various Procurement administrative duties.

Supervision:

Works independently under the supervision of the City Accountant, and Finance Director or designee. It is expected that the employee will effectively address most detailed and atypical issues by employing adaptive methods and interpreting instructions as necessary. Performs no supervisory duties. Works collaboratively with the Human Resources Department, Retirement System, Collector/Treasurer, School Business Office, and various City departments as required.

Environment:

Duties are performed in a standard office environment, utilizing computers, calculators, and typical office equipment, with noise levels generally quiet to moderate. Has regular communication with employees, city departments, State agencies, and external vendors, along with access to confidential records governed by statutory regulations. Performs essential departmental functions requiring independent judgment to ensure compliance with applicable laws, regulations, grant(s) requirements, and departmental policies. Errors in these duties may negatively impact employee morale, public perception, service standards for the city, and may result in legal or financial consequences.

Essential Functions:

(The essential functions or duties listed below are intended only as illustration of the various types of work that may be performed and are representative of those that must be met by an employee to successfully perform the essential functions of the job. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.) Maintains the payroll system and employee pay records, the posting and distribution of time and attendance records, and the auditing of timesheets. Inputs approved payroll and employee information, preparing both Staff Accountant/Payroll Administrator Page 2 routine and special reports pertaining to payroll matters, and approving vouchers for payments of payroll liabilities. Tracks anniversary dates associated with various pay types and managing the cap on vacation accrual. Responsible for ensuring the accuracy of payroll data submitted by various departmental clerks, thereby ensuring compliance with standard payroll procedures. Provides payroll training to new employees responsible for submitting payroll, including entry and review of city and school payroll information in computer system(s), as well as the maintenance of municipal payroll records. Calculates and verifies wages, management of withholding taxes and rate changes, and oversight of deductions, including insurance and deduction codes. Maintenance of treasurer charts, management of retirement and leave accruals (with prompt notification to Human Resources regarding any overages), as well as handling overtime, court- ordered payments, and other miscellaneous wage and compensation actions related to payroll preparation. Maintains and updates job classification codes, pay types, deduction codes, and salary tables to ensure ongoing accuracy and compliance. Implements contract provisions for both union and non-represented employees, including adjustments such as step increases within the payroll system. Provide the Collector / Treasurer, Retirement Office, and School Department with required payroll-related information. Issue necessary fiscal reports and prepares distribution sheets and warrants for the approval of the City Accountant. Perform data entry to process, bi-weekly and monthly payrolls. Prepares and generates various forms and documentation, encompassing monthly, quarterly and year-end reports for auditors, departmental records, and payroll processing forms, ensuring compliance with State and Federal regulations. Provide comprehensive information for ACA reporting, manages the year-end closing process, generates W-2 forms, the US Census Report, and employment statistics, and initiates the payroll system for the new fiscal year. Identifies, reconciles and resolves discrepancies in payroll accounts and accounting controls. Makes necessary wage adjustments and reviews revised provisions from collective bargaining agreements, implementing relevant changes in the payroll system. Assists employees with inquiries pertaining to payroll and related forms. Pays union dues in accordance with applicable collective bargaining agreements. Review and process vendor invoices and associated documentation to verify authorization and ensure compliance with Federal and State laws, as well as City policies and procedures. Confirm accuracy and budgetary alignment, and prepare the weekly warrant register. Review and classify documents for proper accounting documentation to confirm authorization. Code information in accordance with established procedure. Provide billing, payment, and accounting information to customers, vendors, City personnel, and other relevant parties. Maintain vendor and invoice files; procure W-9 from vendors as required. Prepare for the end-of-year processing of 1099 forms. Staff Accountant/Payroll Administrator Page 3 Assist in the preparation, review, and verification of purchase orders; maintain purchase order file. Post, verify, and balance various accounts; gather, organize, and analyze records and files to furnish accurate data, and identify discrepancies for account reconciliation. Review, verify, and process employee time reports; calculate and process monthly group insurance billings and other payroll deductions; prepare payroll registers, produce payments, issue handwritten checks, and generate related reports. Collect, sort, and distribute incoming and outgoing mail, alongsidevarious accounting reports and documents. Foster and maintain positive working relationships with colleagues, other City employees, and the public, adhering to principles of effective customer service. Manage contract files ensure the accuracy and validity of all pertinent information. Maintain financial records and information on the website, including bids and addendums. Assists Finance Director with procurement bid openings and related documentation. Collaborate with the Finance Director in accordance with procurement policies and procedures necessary for the liquidation of surplus equipment and supplies. Work with the Finance Director and department heads to facilitate the procurement financing process for vehicles. Monitor online procurement portals to ensure compliance and accuracy of invoices. Provide administrative support to the Finance Director and City Accountant as needed for special projects. Serves as back up to Procurement and City Accountant; executing all other duties that is logical to the position. Perform additional tasks as assigned.

Minimum Qualifications:

Education and Experience:

High School diploma or G.E.D. equivalent is required, Associate’s degree in business, accounting, public management, or related field preferred. Three to five years of relevant experience, ideally in a municipal context, encompassing accounting practices, bookkeeping, payroll, financial transactions, record keeping, and familiarity with automated office systems and procedures required. Completion of specialized coursework offered by the Department of Revenue (DOR) is preferred or, any equivalent combination of education and experience that enables performance of all aspects of the position. Staff Accountant/Payroll Administrator Page 4

Knowledge, Ability and Skill:

Knowledge of fundamental principles and practices of accounting is essential, including proficiency in arithmetic and basic mathematical calculations, such as decimals and percentages. Ability to process, balance, and adjust a variety of fiscal transactions and accounting data. Knowledge of Federal, State and local wage and hour laws, as well as relevant ordinances and labor agreements. Familiarity with basic municipal budget practices is also necessary. Ability to manage payroll-related compliance and reporting while providing support for additional accounting functions. Ability to exercise sound judgment in situations that are not clearly defined by existing precedents or established procedures. Ability to engage in conceptual thinking and processing effectively. Thorough knowledge of the rules and regulations specified in the Massachusetts General Laws (M.G.L.) and maintain adherence to the standards set forth by the Governmental Accounting Standards Board (GASB), Generally Accepted Accounting Principles (GAAP), and the Uniform Massachusetts Accounting System (UMAS) of the Massachusetts Department of Revenue. Thorough working knowledge of, or the capacity to learn about, municipal departmental functions, operations and procedures concerning municipal payroll, accounts payable, and the maintenance of accounting, and payroll records, standard practices in filing, indexing, and cross-referencing, as well as the fundamentals of city budget practices. Familiarity with automated payment systems and operations. Ability to use and operate standard office equipment and the ability to operate a personal computer within a windows environment with proficiency in MS Office and Google Workspace. Familiarity with MUNIS and other database applications, along with various computer hardware and software applications, is required. Knowledge of State and Federal tax laws, and city regulations, union contracts, city employee pay scales required in performance of payroll duties. Ability to maintain effective communication with all city departments and personnel to exchange information and discuss matters of mutual concern and interrelated responsibilities. Responsible for implementation and modification of computer programs relevant to payroll and accounting systems as directed. Completion of queries and surveys from State, Federal or private organizations, as well as the maintenance of incentive pay information for governmental agencies pertaining to payroll and accounting records. Address correspondence from outside agencies and verifying employment and other pertinent data related to payroll. The ability to engage in positive and effective interactions is essential for establishing and sustaining professional relationships with supervisors, colleagues, other departments, boards, commissions, the general public, and personnel at all levels of authority, all while adhering to the principles of exemplary customer service. Strong organizational skills to navigate a multi-tasking environment effectively. Ability to plan and work independently, exhibiting self-direction and motivation. Prioritize multiple ongoing tasks while maintaining a detail-oriented approach. Sensitivity and patience are critical, as breaches of confidentiality can lead to Staff Accountant/Payroll Administrator Page 5 significant repercussions. Must perform all aspects of job responsibilities with honesty and integrity. Ability to maintain accurate and comprehensive records utilizing accounting, budgeting, and payroll software. Apply organizational skills with a keen attention to detail, as well as to operate standard office equipment proficiently. Meeting project deadlines and performing effectively in high-pressure situations are vital components. Ability to prepare routine correspondence and reports through computerized office applications is required. Ability to review and proofread documents pertinent to departmental operations is essential. Skills to observe, identify and resolve issues related to office operations and procedures. A thorough understanding of the policies and procedures relevant to the processing and maintenance of accounting data is necessary. Must be able to articulate payroll procedures and apply these guidelines appropriately in various contexts. Ability to interact effectively and courteous with a diverse array of individuals, including customers, colleagues, external professionals, and members of the public, is crucial. Ability to be proficient in performing basic mathematical calculations accurately and efficiently. The ability to manage multiple tasks and execute a variety of clerical, accounting, and statistical functions within databases, while effectively addressing interruptions, is essential. Attention to detail is key to executing tasks with both speed and precision, thereby ensuring successful job performance.

Physical Requirements:

Minimal physical effort is required, which primarily involves prolonged periods of sitting, speaking, walking, and maintaining mental focus. Employees will frequently engage in repetitive motions, such as keyboarding for data entry, and employ their hands and fingers to operate various office equipment. Additionally, it is essential to possess the ability to write, navigate written menus, and view computer screens for extended durations while being capable of adjusting focus as needed. Tasks may intermittently demand moderate physical effort, such as relocating files, reaching for files or office equipment, and performing movements that require bending, squatting, or kneeling. Occasional lifting or moving of objects, including books weighing up to 15 pounds, may also be necessary. Vision requirements include the capacity for prolonged close vision and the ability to distinguish colors in graphs, charts, and other visual materials. Furthermore, hearing capabilities must encompass effective interactions with various departments, members of the public, elected or appointed officials, and external organizations.

Special Requirements:

Must successfully pass

CORI/ SORI

checks. Must have a valid Class D Driver’s license. Must be certified or obtain and maintain Massachusetts Certified Public Purchasing Official (MCPPO) within one-year of hire for goods, services and design / construction categories. Staff Accountant/Payroll Administrator Page 6 (This job description does not constitute an employment agreement between the employer and employee. It is used as a guide for personnel actions and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Approved:

_________________________________________ __________________

Human Resources Director Date Revision History:

11/24, 12/24 _____________________________________________ ______________________________ Department Head Mayor [SSEA Unit Review______]