Payroll Specialist

Payroll Specialist (Open Positions: 1)

Closes On: May 16, 2024 at 11:00 PM EST

Department: Finance Department

Division: Finance

Job Status: Full-Time

Shift: 7:00 AM - 5:00 PM

Days Worked: Mon., Tue., Wed., Thu.

Hour Per Week: 40

Rate of Pay: $30.07 - $40.58

Status: Open Until Filled Apply Now

Job Summary

Provides support to the Deputy Finance Director in the functional areas of payroll and financial administration. Position also provides back-up support as needed for other employees in the Finance Department.

The Deputy Finance Director is responsible for day-to-day oversight of this position.

The City offers an exceptional benefits package including generous paid vacation, personal, parental leave, and sick time; health insurance & a large employer paid Health Savings Account (HSA) contribution toward deductible; dependent care FSA fully funded by City to maximum amount allowed of $5,000; enrollment in the NHRS Municipal Retirement plan with employer contribution; City paid dental insurance, life insurance, & short-term disability and other flexible benefit options.

Knowledge Skills and Abilities

Essential Functions:

(The essential functions, or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

• Provides support for time keeping and integrated payroll system to departments; coordinates timelines and tasks to departments for the timely submission of employee hours.

• Manage time-keeping software to include the creation of new users, changing of schedules, updating work rules, etc.

• Generates and analyzes time entries from time keeping system; ensures complete and accurate calculation of hours; communicates discrepancies to departments for resolution.

• Performs payroll processing functions including various complex computations related to earnings, involuntary and voluntary deductions, FMLA, short-term disability and workers' compensation; ensures the timely and accurate posting and maintenance of payroll related data; audits and reconciles preliminary payroll reports for accuracy; creates files for payroll-to- general ledger interface; establishes and maintains balancing procedures; researches and corrects problems.

• Maintains tax and benefit deduction tables as changes occur; reviews and tests for accuracy, initiates deductions; researches and resolves discrepancies; ensures accurate remittances and payments to vendors.

• Research questions and issues regarding pay, salary, deductions, retirements and retroactive pay; interprets and explains payroll policies and procedures to employees.

• Reconcile monthly deductions including NHRS and Healthtrust (current provider)

• Prepares, reconciles and files quarterly Federal, State, FICA and unemployment insurance reports in a timely manner; reconciles earnings and taxes; prepares W-2 statements on an annual basis; reviews and balances tax accounts at year end; prepares Bureau of Labor Statistics and other reports as required.

• Stays current with respect to State and Federal labor and compensation laws, rules and regulations to ensure City compliance and to assess the effect of pending or potential changes on City operations; recommends and implements revised procedures where warranted; maintains working knowledge and familiarity with respect to operative collective bargaining agreements, memorandum of understanding, and personnel policies and procedures for all employee groups as related to payroll.

• Verifies direct deposit activities; ensures proper transmission of information.

• File new hire reporting with NH Employment Security

• Maintain Employee files to include PAFs, benefit changes, and other miscellaneous documents

• Coordinates property loss liability claims, including the completion of support documents and forms required by the City's insurers.

• Maintain file of Certificates of Insurance

• Acquainted with payroll related issues associated with collective bargaining agreements. May assist in providing advice on payroll related items/issues.

• Prepares reports and assists in audits as required.

• Enter miscellaneous cash receipts, post daily receipts, and deposit(s) in financial management software to reconcile with bank

• Complete daily H Pay ACH for City Clerk's Office payment to State of NH

• Complete in person bank deposits

• Monthly reconciliation of Comstar (current provider) payments

• Performs general clerical duties, such as distributing mail, making copies, assisting at the counter, answering phones as required.

• Monitor shared Finance email inbox to distribute correspondence to appropriate staff/ departments

• Maintains current knowledge of industry best practices; stays current on laws, regulations and policies affecting the City's payroll, benefits and risk management programs.

• Attends meetings, seminars and trainings as requested.

• Performs other duties and responsibilities as may be assigned by the Finance Director or Deputy Finance Director.

Recommended Minimum Qualifications

Recommended Minimum Qualifications -

Recommended Minimum Qualifications

Education, Training and Experience:

• Associate degree in business administration or related field. Bachelor's degree preferred.

• Coursework in finance administration required.

• Minimum of three to five years progressively responsible experience in payroll, finance and/or accounting in a municipality or private business setting.

Other combinations of education and experience that qualify an individual to perform the requisite job duties and responsibilities may be considered.

Knowledge, Ability and Skill:

• Strong knowledge of federal and state laws/regulations concerning payroll and benefits administration and ADP time and attendance software.

• Knowledge of City collective bargaining agreements and relevant City personnel policies and procedures, as well as applicable laws and regulations.

• Excellent verbal, written, math and customer service skills.

• Excellent interpersonal and problem- solving skills.

• Ability to work effectively with City employees/retirees as well as government officials, vendors, providers, and the general public as related payroll.

• Ability to work as part of a team with minimal supervision in a fast-paced work environment; to be flexible; to prioritize and balance competing needs; and apply sound judgment.

• Ability to maintain confidentiality of sensitive City and employee information.

• Ability to understand, analyze and implement complex laws and regulations as well as payroll, benefit and risk management plan documents and programs.

• Excellent technology skills, including the use of word processing and spreadsheet programs; databases; payroll programs; City, State and Federal government websites; and vendor websites.

• Attention to detail; accuracy; and ability to meet deadlines.

Licenses/Certifications:

None.

Physical Requirements

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regularly required to walk, stand, sit, talk, and hear; operate office equipment; pick up paper, files and other common office objects. Ability to view computer screens and work with details for extended periods of time. Must occasionally move or lift objects weighing up to 30 pounds. Must be able to communicate effectively in writing and orally. Vision and hearing at or correctable to normal ranges.

Job Environment:

• Work is performed under typical office conditions; the noise level is moderate; occasionally may be required to work outside of normal business hours to attend meetings.

• Operates computer, telephone, facsimile machine, copier, printer, calculator, and other standard office equipment.

• Employee has frequent contact with the general public, other Town departments and officials, and varied representatives from benefit providers, and banks and mortgage companies. Contacts are in person, by telephone, and by email and involve an information exchange dialogue.

• Has access to all department-related confidential information, including personnel records.

• Errors could result in delay or loss of service and financial and/or legal ramifications.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)