Payroll and Office Support Specialist

Responsible for performing payroll administration tasks on a daily basis with the objective of ensuring payroll is computed and processed accurately and timely. Must be able to use considerable judgment and take initiative as required to perform and resolve human resources and/or payroll related tasks while working independently with limited supervision. Act as a liaison between employees, departments, and human resources or other third party representatives where payroll administration is concerned.

Payroll Related Duties:

Processes biweekly payroll for city employees, including special payroll related entries and reports for certain pay cycles throughout the year. Proration of benefit deductions as needed. Receives and sets up new garnishments in the payroll processing system. Verifies electronically housed reports are saved to proper drive on network. Confirms employment verification requests from third parties. Calculates wage statements for Worker's Compensation. Provides training and prepare training materials for others involved in payroll processing; including ensuring payroll processing guide is current with steps to successfully complete all phases of payroll. Creates, maintains, and updates all employee records pertaining to pay rates, status changes, name changes, deductions, or any special pay codes. Provides detailed reports to requesting departments monthly or as needed. Assists auditors annually. Process annual payroll census. Archives payroll records using the records retention schedule. Prepares and saves all reports needed for payroll and retirement processing. Periodically performs internal audit of various payroll transactions and voluntary & involuntary deductions.

Support Specialist Related Duties:

Provides front office reception duties by answering phone calls and assisting visitors. Manages daily mail delivery and pick-up for department. Processes employee birthday cards monthly. Submits and follows up with work orders for the department. Receives and reviews accuracy of invoices, determines if materials are received and priced correctly, checks discounts and tax exemptions are applied to purchases, processes invoices for payment, and checks coding of invoices in order to ensure expenses are coded in accordance to the City's accounting system. Submits purchase orders and ensures vendor packet has been completed by new vendors. Ensures personnel files and accounts are inactivated for departing employees. Sends Plan A retirement paperwork to terminated employees. Provides assistance to HR staff as needed for special projects/programs. Benefits Back-Up Duties (in the absence of the Benefits Administrator): Answers employee benefit inquires. Works with benefit vendors. Preps and leads monthly new hire orientation. Processes benefit elections in the Benefits and Payroll platform. Handles benefits vendor file feeds and coverage related items. Other duties as assigned for the Payroll and Office Support Specialist role.

Education and Experience:

High School Diploma or G.E.D., Associates Degree preferred. Extensive knowledge of FLSA, Federal and State payroll tax regulations and payroll preparation and processing highly preferred. Five years bookkeeping and/or accounting clerk experience or related experience in a similar environment which provides knowledge of generally accepted bookkeeping principles and a general knowledge of office procedures. Must have strong computer skills with an ability to learn new methods and operating systems specifically Microsoft Office Suite (Outlook, Word, Excel and Access). Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

Licenses and Certifications:

Valid Class C Driver's License and satisfactory motor vehicle record.

Knowledge, Skills, and Abilities:

Effectively communicate complex and confidential pay issues to employees and department administrators as well as provide ongoing support and problem resolution to assist with payroll related questions. Ability to maintain confidentiality. Ability to recognize and meet deadlines in a stressful environment. Ability to create and modify from simple to complex Microsoft Access queries and reports. Must be proficient in Microsoft Excel - requires using excel to import data from database. Ability to deal courteously and diplomatically with employees, other agencies, and the public. Ability to multitask, organize, plan, control and coordinate individual and group assignments. Must have excellent attention to detail. Strong analytical and problem-solving skills. Ability to perform semi-complex mathematical calculations with a high degree of accuracy. Excellent oral and written communications skills. Ability to convey information in a clear and concise manner. Remain current on new legislation and regulatory ruling impacting payroll. In collaboration with Administrative Services, evaluate and analyze existing payroll policies and procedures, and draft, propose, or implement changes and/or create quality control measures leading to best practice operations. Must be capable of developing alternative recommendations to issues regarding area of responsibility. This class specification should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification.