Payroll Manager

Summary

This position performs highly responsible specialized and technical work supervising the maintenance of citywide payroll and related financial records. The Payroll Manager oversees all City payroll operations and provides strategic leadership, policy development, internal control oversight, and administrative direction for citywide payroll functions. Responsibilities include preparing payroll reports and statements and reviewing records for compliance with applicable laws and regulations. This position directs, reviews, and approves payroll activities performed by staff and ensures compliance across all payroll functions. Exercises initiative and independent judgment within established policies and procedures. Works under the general direction of the Assistant Finance Director and serves as the City’s primary authority on payroll operations. Work is subject to verification through internal control systems, pre and post audits.

Job Duties and Responsibilities

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

Oversees, reviews and approves bi-weekly payroll processing performed by payroll staff. Ensures proper controls, reconciliation, and system accuracy for all payroll outputs.

Processes the bi-weekly payroll for all City employees (and as needed, process the off-duty assignment payroll) using the computerized integrated payroll and human resources system. Prepares direct deposit file, prints checks, and generates positive pay files to be sent to the City’s payroll bank.

Leads performance management, establishes goals, and provides professional development for payroll personnel.

Develops, monitors, and enforces payroll policies, procedures, and internal controls.

Oversees citywide coordination with Human Resources, Information Technology and departmental timekeepers.

Directs, supervises, schedules, assigns work, supports, and evaluates payroll section staff, ensuring all work is performed according to established procedures, departmental guidelines, and regulatory requirements applicable to the work.

Prepares and maintains payroll reports, records, and statements in compliance with City and government regulations. Oversees responsibility for all statutory compliance and ensures timely, accurate government reporting.

Researches and prepares required documentation as part of the citywide grant reimbursement process, as needed.

Reconciles on a biweekly basis the payroll registers, interfaces information to the general ledger, and prepares a summary reconciled report to accompany each payroll register.

Receives and verifies payroll data entered by departments along with all supporting documentation including but not limited to leave and overtime slips, out-of-class authorization, and retroactive pay calculation.

Verifies the accuracy and eligibility of payments due to employees to include overtime, compensated time, tuition reimbursements, uniform and shoes allowances, and retroactive pay. Calculates, processes, monitors, posts, and balances these payments. Processes payroll adjustments/refunds as needed.

Coordinates the bi-weekly payroll process with departmental timekeepers and provides assistance to and responds to inquiries from timekeepers.

Coordinates with credit unions, banking institutions, and retirement service providers in relation to employee contribution/deduction requests and authorizations.

Processes court order deductions such as wage garnishments, tax levies, and child support. Prepares and balances summary report revisions.

Prepares and verifies the accuracy details on the accounts payable vouchers for various payroll benefits and deduction payments.

Prepares and reconciles various quarterly and yearly state and federal government required reports, including but not limited to, Form 941 & Schedule B, Form W-2 Wage, Tax Statement, and Form 1095.

Prepares and updates at the beginning and end of fiscal year the employee records of leave hours, including but not limited to set up of floating holidays, conversion of sick leave hours to annual leave hours, conversion of sick leave hours to employee’s post-employment health savings account, removal of unused annual leave in excess of maximum annual leave hours rollover. Prepares detailed and summary payroll reports to record these changes.

Maintains and updates employee leave records and distributes related reports and notices to employees and department directors of unused leave hours, and deadline to use hours to avoid forfeiture at year-end.

Leads costing for bargaining proposals and evaluates fiscal impact of wage provisions.

Oversees system configuration, testing, and execution of collective bargaining agreement updates across payroll systems. Leads major payroll projects including automation, reporting enhancements, and system redesign efforts.

Researches payroll records to resolve issues and discrepancies and provides information to attorneys.

Attends depositions when required.

Reconciles various payroll ledgers and accounts. Prepares payroll related adjusting and closing entries. Assists external auditors.

Oversees escalation issues and ensures consistent service and communication standards.

Prepares and presents payroll metrics and reports for management decision-making.

Communicates with other departments and the public. Answers questions, acquires information, provides assistance, receives complaints, and resolves problems.

Exercises initiatives and uses independent judgment under the general direction of the Assistant Finance Director.

Leads optimization of ERP payroll and related modules, enhancement projects, and system upgrades. Identifies automation opportunities and improves internal controls across payroll workflows.

Formulates and recommends payroll policies and processes.

Works on special projects assigned by higher-level administrator in the Department of Finance.

Conforms with and abides by all regulations, policies, work procedures, and instructions.

May be required to work nights, weekends, and holidays.

Serves as the primary manager of the payroll division.

Performs other related duties as assigned.

Qualifications

Associate’s Degree in Accounting, Business Administration, or related field. Bachelor’s Degree preferred.

Five (5) years of progressively responsible payroll experience, including two (2) years of supervisory experience.

Valid Florida Driver's License.

A comparable amount of training or experience may be substituted for the minimum qualifications.

HOLIDAYS: 16 days including 3 floating days.

SICK LEAVE: 110 hours annually.

ANNUAL LEAVE: 94 hours in the first year of employment, increasing up to 210 after 25 years. Employees must take 40 hours of annual leave each year.

BEREAVEMENT LEAVE: 5 or 10 days for the death of a family member in accordance with the City's Personnel Rules & Regulations.

HEALTH INSURANCE: Fully paid by the City (HMO Select). Coverage becomes effective 1st of month following 30 days. Employee may purchase coverage for eligible dependents at a cost of approximately 50% of the premium.

DENTAL INSURANCE: Available at a cost to all employees through payroll deduction.

• Venetian Pool – No charge for daily admission.
• Tennis Centers – No charge for daily court fees
• Youth Center – 50% off residential rates for memberships and 25% off camps and other programs.

Golf at Biltmore & Granada:

• Monday through Friday – no charge
• Saturday, Sunday and Holidays:
• Before Noon – Twilight fees apply
• After Noon – No charge

***Note: Benefits subject to change.***