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HomeMy WebLinkAboutFinance - Payroll Specialist Payroll Specialist Page 1 Council Approved 06-13 Revised 04-19-17, 10-2021, 7-2023 City of Waukee JOB DESCRIPTION Job Title: Payroll Specialist Reports to: Accounting Manager Dept/Div: Finance Direct Reports: None Pay Grade: N24 FLSA Status: Non-Exempt JOB PURPOSE: The Payroll Specialist is responsible for ensuring all payroll transactions are processed accurately and timely. Validates payroll generated reports and completes all payroll related payments and contributions. ESSENTIAL FUNCTIONS: (Order of Essential Functions does not indicate importance of functions.) 1. Administers City payroll system; establishes proper deduction amounts, accrual schedules for vacation and sick leave and reviews personnel action forms for accuracy. Audits time sheets for errors. Processes and computes payroll, coding payments to appropriate departments and processing withholdings to appropriate agents. 2. Prepares and issues pay stubs and reports, payroll taxes, and all required payroll journals. Prepares periodic reports of earnings, taxes and deductions. 3. Prepares reports and remits payment to outside agencies. 4. Reconciles and prepares supporting documents for payroll related vendor payments, calculating child support, deferred compensation, flex spending contributions, etc. 5. Prepares and files monthly, quarterly and annual State and Federal payroll tax reports and makes payments. 6. Prepares and files monthly and quarterly State sales tax reports. 7. Ensures compliance with pension plan regulations, union contracts, personnel policies, and State & Federal laws. 8. Provides information to employees on tax withholdings, flexible spending accounts, deferred compensation and the effect changes may have on take home pay. 9. Coordinates IPERS bi-annual audits and prepares responses for compliance. 10. Tracks taxable uniform and clothing per IRS guidelines and the City’s personnel policies, and process through payroll for required taxability. 11. Performs other duties or assumes other responsibilities as apparent or assigned. SUCCESS FACTORS: 1. Safeguard confidential information and uses it or discloses it only as expressly authorized or specifically required in the course of performing specific job duties. 2. Perform in a self-directed manner. 3. Perform a wide variety of duties and responsibilities with accuracy, and speed, while under the pressure of time sensitive deadlines. 4. Relate to routine operations in a manner that is consistent with existing solutions to problems; to conform to established policies and procedures. 5. Develop and maintain good relationships with other city departments. 6. Ability to effectively communicate orally (in person and over the telephone) and in writing (using electronic devices and handwritten) in English with other employees and the community. 7. Continually seek and accept opportunities for personal and professional growth. 8. Attentive to the City’s standards for customer service, accuracy, quality, efficiency and all City policies and procedures ensuring that all work meets those standards. 9. Confident in the use of computers and tablets and able to be trained in finance software required to complete the functions of the position. 10. Ability to compile information and to prepare reports. Payroll Specialist Page 2 Council Approved 06-13 Revised 04-19-17, 10-2021, 7-2023 QUALIFICATIONS: 1. Associate’s Degree in accounting, business or closely related field and one (1) year related work experience, or, combination of three (3) years of education and/or relevant work experience. Municipal experience preferred. 2. Familiar with Generally Accepted Accounting Principles specifically as related to payroll. PHYSICAL REQUIREMENTS: While performing the duties of this job, the employee is regularly required to sit, stand and move about the office; use hands to finger, handle or feel objects, tools or controls; and reach with hands and arms. The employee is required to speak, hear and see in order to share information, receive instructions and complete tasks using a computer screen. The employee must occasionally lift and/or move up to 25 pounds. WORKING CONDITIONS: 1. Climate controlled office with hazards typical to that environment. 2. Average work hours are 29 hours per week between 7:00 AM – 4:00 PM Monday through Friday. 3. There is no residency requirement for this position. I have read and understand the information contained in the Job Description. I understand that this Job Description is not intended and should not be construed as an exhaustive list of all the responsibilities, skills, efforts, or working conditions associated with this job. Also, while this list is intended to be an accurate reflection of the current job, the Employer reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed as directed by the Employer. I understand that I may be required to work overtime, different shifts or hours, outside the normally defined workday or work week. I also understand that this job description does not constitute a contract of employment nor alter my status as an at-will employee. I have the right to terminate any employment at any time and for any reason and the Employer has a similar right. Signature Date The City of Waukee is an Equal Opportunity Employer. In compliance with Americans with Disabilities Act Amendments Act, the City will provide reasonable accommodations to qualified individuals with disabilities, and encourages prospective employees and job incumbents to discuss potential accommodations with the Employer.