Payroll Technician

Definition

Applications must be filled out completely and thoroughly. Resumes are not accepted in lieu of an application, but may be additionally attached.

Examples of Essential Duties

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all the duties listed.

• Calculate base pay, overtime, gross pay, deductions, reportable earnings, taxable earnings.
• Calculate earned time, annual time, sick time, in accordance with City procedures.
• Calculate various withholdings and voluntary reductions from wages.
• Explain routine payroll actions to employees in a clear and understandable manner.
• Reconcile payroll reports to general ledger entries and third-party payees.
• Run check processing and printing functions in accordance with protocol.
• Inform employees of how their pay was calculated, what the deductions were for, and what they need to do to correct or change some payroll action.
• Input payroll data, approved budget adjustments, and other data, post daily journal entries, and maintain accurate and auditable records of such actions.
• Exercise extreme sensitivity to the issues of confidentiality of employee/employer data and maintain absolute confidentiality of personal data.
• Maintain payroll/disbursements files and records management.
• Prepare and maintain monthly spreadsheets regarding budgetary, payroll, or other financial analyses, and prepare required payroll and other financial reports.
• Prepare third party payments, input departmental purchase orders, prepare departmental requests for payment, assist with daily and monthly cash reconciliations, prepare cash deposits, and post daily cash receipts.
• Other related duties as assigned.

Employment Standards

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the "Examples of Essential Duties" section of this specification.

Knowledge of:

• The Internal Revenue Service regulations as they relate to payroll issues.
• Basic employment laws including FLSA and FMLA requirements.
• Federal and State laws and regulations pertaining to payroll and the required reporting and other requirements.
• Municipal accounting and payroll system requirements and procedures.
• Extensive knowledge of recordkeeping systems and audit verification techniques.
• Extensive working knowledge of Microsoft Word, Excel, and PowerPoint software.
• Principles and practices of financial and payroll record keeping.

• Perform accurate and timely account entry and recordkeeping work.
• Verify, reconcile, and balance a variety of records and information.
• Learn, understand and apply a variety of policies, procedures, and regulations, especially in relation to payroll laws and regulations.
• Effectively communicate verbally and in writing.
• Gather and organize data in the preparation of payroll and financial statements, analyses, and budget reports.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Establish and maintain records and data files that are auditable.
• Perform basic mathematical and statistical calculations.
• Be proficient in the use of computer keyboards and systems.
• Speak English and have good grammar, vocabulary, spelling, and punctuation skills.

Minimum Qualifications

Education:
Associate’s degree in accounting, finance, or a closely related field from an accredited college or university.

Experience:
Two (2) years of full-time experience as a payroll processor, bookkeeper, or cashier with reconciling responsibility, or comparable financial, accounting, and/or statistical record keeping work.

Substitution:
Additional years of relevant payroll experience may be substituted for the education requirement on a year-for-year basis.

License, Certification, Registration Requirements:
Possession of an American Payroll Associations Certified Payroll Professional Certification is desirable.

Physical Requirements:
Work is performed in a typical office environment, with frequent exposure to office noise, air conditioning and heating systems. There is frequent use of a computer keyboard and mouse; frequent sitting for long periods of time; occasional bending or squatting. The position requires constant use of overall vision; frequent reading and close-up work; occasional color and depth vision. There is frequent repetitive motion; frequent writing, grasping, holding and reaching. The position requires frequent hearing and talking, in person and on the phone; frequent decision-making and concentration; frequent public and/or coworker contact with occasional tension and adversity in conversations; occasionally works alone.