Administrative Specialist - Payroll

JOB This position prepares and processes City's bi-weekly payroll; maintenance of payroll/benefit transactions and records; assists with the implementation and communication of employee benefits plans; and supports the Human Resource Division by completing other duties as assigned. The nature of this work demands a very high level of accuracy. Works under general direction of the Finance Director and under the technical direction of the HR Director (or Department).

Please note:

2026

Hiring Range:

$28.71 - $31.97 per hour depending on qualifications.2026

Pay Range:

$28.71 - $34.17 per hour.•2026 Performance based pay opportunity: Up to $38.26 per hour.•The City of Brainerd utilizes a performance-based pay system as noted above. Our system provides an opportunity for additional pay steps based on merit. Contact the HR Department if you would like to learn more about our system.

EXAMPLE OF DUTIES

Prepares and processes the City's bi-weekly payroll and monthly Mayor, Council and Paid-on Call Firefighter payroll including the addition of new employees and all payroll changes entered into the payroll system; maintains the confidentiality of the data and associated information.

Reviews activity in biweekly payroll for accuracy and compliance with internal policies, labor contracts, pay schedules, legal and contractual requirements, and approved accounting standards.

Prepares bi-weekly, monthly, quarterly and year-end payroll reports for various agencies and all supporting documentation as required including tax withholding, unemployment, W2's, Affordable Care Act required filings, and the annual PERA Exclusion Report.

Process vendor payments and prepares data for the electronic transfer of direct deposits, federal and state tax deposits, PERA, and numerous payroll deductions; generates accounts receivable statements for applicable component units related to benefit and payroll administration.

Assists with the annual open enrollment process; communicates to and follows up with employees to complete election process.

Verifies proper completion of paperwork and enters employee benefit elections into payroll; scans and maintains payroll files in accordance with City's Records Retention Policy.

Keeps updated on payroll and HR laws by reviewing PERA, IRS and Social Security Administration bulletins and be the point person for payroll questions and/or issues.

Maintains employee leave benefit records and accruals as assigned including compliance with FMLA and the Affordable Care Act employer directives. This includes but is not limited to tracking/monitoring employee hours and eligibility status.

Monitors worker compensation wage loss reimbursements received and calculates employee payroll checks while on worker's compensation.

Monitors employees' PERA coverage eligibility and deferred compensation programs.

Calculates final compensation and benefit payments due to terminating employees including, but not limited to vacation, severance, compensatory time, sick leave and other compensation, as applicable.

Prepares and maintains various schedules utilizing spreadsheet and database programs.

Provides front counter and customer service backup coverage as needed. Attendance is an essential function of this position.

Performs various tasks as assigned.

SUPPLEMENTAL INFORMATION

This work requires the occasional exertion of up to 25 pounds of force; work regularly requires reaching with hands and arms, frequently requires sitting, speaking or hearing and repetitive motions and occasionally requires standing, walking, using hands to finger, handle or feel and lifting; work requires close vision, distance vision, ability to adjust focus and peripheral vision; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).