Payroll Technician

GENERAL STATEMENT OF JOB

Under limited supervision, this position is responsible for assisting with the accurate and timely processing of City-wide pay in compliance with all required federal and state reporting; ensuring that all voluntary and involuntary deductions are calculated, input and withheld accuracy. Reports to the Payroll Supervisor.

ESSENTIAL JOB FUNCTIONS

Assists with the review, verification and processing of city-wide electronic payroll transactions through the city's enterprise resource system (MUNIS) for bi-weekly payroll processing. Communicates any discrepancies to departments for correction. Maintains a high level of security relating to payroll information. Reviews and audits time and self-service pay actions for compliance with applicable policies, procedures and practices. Responsible for ensuring accuracy of employee compensation, voluntary and involuntary deductions, and third-party payments. Assists with the calculation of IRS, state, local, and family support garnishments in accordance with all applicable laws and regulations; notifies employee and initiates deductions and disbursement of payments as required. Researches questions and issues regarding gross pay, salary, deductions, retirement, and retroactive pay. Analyzes payroll system calculations for accuracy; researches and applies corrective action as needed, including salary adjustments for retroactive pay. Performs a wide variety of recordkeeping and payroll activities, including computing wage and overtime payments, approving special payments, calculating and recording payroll deductions and processing terminations. Assists with the preparation of various financial reports, statements and filings for payroll taxes and reports; cash flow reports; as required to comply with local, state and federal regulations throughout the year. Performs other duties as assigned. Individual assignments will be determined by supervisor based on current workload and department needs.

PERFORMANCE INDICATORS

Knowledge of Job:

Has some knowledge of payroll and accounting principles, payroll methods, federal and state tax regulations. Has some knowledge of modern office practices and procedures. Has some knowledge of large-scale automated payroll, benefits, time and leave entry, reporting and self-service modules such as with MUNIS, Oracle, and ADP and its application for central payroll operation. Has some knowledge of special payroll action items and general understanding of how these transactions are processed to meet legal requirements. Has some knowledge of Microsoft Word and Excel and other business-related software programs. Has some knowledge of arithmetic, spelling, grammar, punctuation and vocabulary. Has some knowledge of the policies and procedures, organization and function of the department. Is skilled in the operation of common office equipment, including popular computer-drive word processing, spreadsheet and file maintenance programs. Is able to correct spelling, grammatical, punctuation and typing errors. Is able to gather information from a variety of sources and draft documents. Is able to establish and maintain files. Is able to communicate effectively orally and in writing. Is able to exercise tact and courtesy in frequent contact with the general public. Is able to establish and maintain effective working relationships as necessitated by work assignments.

Quality of Work:

Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co- workers and the general public.

Quantity of Work:

Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."

Dependability:

Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attendance:

Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Initiative and Enthusiasm:

Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountability. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Judgment:

Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.

Cooperation:

Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with city policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department. Relationships with

Others:

Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Interacts effectively with fellow employees, supervisor, professionals and the general public.

Coordination of Work:

Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.

Safety and Housekeeping:

Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace .

EDUCATION & EXPERIENCE

Requires a high school diploma or equivalent and 1-2 years of related automated payroll systems such as MUNIS, processing experience and/or accounting experience preferred; or an equivalent combination of education and experience which provides the required knowledge, skills and abilities.

SPECIAL REQUIREMENTS

An acceptable general background checks to include a local and state criminal history check. A valid driver's license with an acceptable driving record. All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or city-wide emergencies.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements:

Requires the ability to exert light physical effort in sedentary to light work; some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at keyboard or workstation.

Data Conception:

Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communication:

Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from superiors.

Language Ability:

Requires the ability to read a variety of cash turn-in reports, invoices, contracts, leases, financial records, etc. Requires the ability to prepare cash turn-in reports, correspondence, financial reports, spreadsheets, contracts and requisitions, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction and style. Requires the ability to speak to people with poise, voice control and confidence.

Intelligence:

Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

Verbal Aptitude:

Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English and possess a basic working knowledge of accounting, clerical and computer operation terminology.

Numerical Aptitude:

Requires the ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; to determine percentages and decimals.

Form/Spatial Aptitude:

Requires the ability to inspect items for proper length, width and shape.

Motor Coordination:

Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.

Manual Dexterity:

Requires the ability to handle a variety of items, automated office equipment, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination:

Does not require the ability to differentiate between colors and shades of color.

Interpersonal Temperament:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Physical Communication:

Requires the ability to talk and/or hear: (talking: expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.

AMERICANS WITH DISABILITIES ACT

(ADA)

REQUIREMENTS

The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations. This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.