Payroll Specialist

Payroll Specialist Under general direction of the Finance Director or Assistant Finance Director, this position is responsible for payroll operations for City and Library employees which is a key role in ensuring timely and accurate compensation to a diverse, unionized municipal workforce. Work involves interpretation of multiple collective bargaining agreements, coordination with City departments and Library, and ensuring compliance with local, state, and federal payroll regulations. The position requires sound judgment, discretion, and the ability to manage sensitive information in a fast-paced municipal environment. Job duties can also include grant management and reporting, analysis to support the City's Finance Department as well as direct support on the annual budget and annual comprehensive financial report (audit) process. Essential Functions: Processes and ensures bi-weekly, monthly, quarterly and year end payroll reports and W-2's in an accurate and timely manner. Verifies, compiles and inputs all payroll information received from each department and library and properly reflects authorized changes to employees' salaries and/or withholdings/deductions. Keeps up-to-date on all payroll related issues and informs employees of those changes that may effect them. Safeguards and maintains the confidentiality of sensitive payroll, financial, and employment information, including Social Security numbers, wages, benefits enrollments, tax and deduction data, and other confidential records, in compliance with applicable laws, policies, and internal controls. Responsible for tracking and assisting in the administration and maintenance of records relating to health, dental, flex, workers compensation and other insurance. Maintains an accurate record of time-off taken by employees via the payroll software and routinely reconciles these with the departments. Responsible for assisting Administration in the Human Resources matters, including preparation and analysis of financial information for union contract negotiations. Financial reporting. Forecasting revenues and expenditures. Analyzing and controlling cash for utility funds. Assists with preparing the annual budget and audit and specifically responsible for the payroll related schedules and tasks. Responsible for grant management and reporting for the City. Preparing required State, Federal and County reports. Undertaking continuous quality improvement studies of Department processes and services. Performance of cost accounting for City services. Assists with daily counter activities, as needed. Assists with mail and daily bank deposits, as needed. Coordinating special projects, such as software investigation and implementation. Serve as backup to other Finance staff. Other duties as assigned. Competencies & Minimum Qualifications: Competencies Ability to manage special projects to bring about desired results. Ability to produce accurate daily financial reports in a timely fashion. Adherence to City budget and personnel policies. Ability to work well with other employees, being particularly considerate of the needs of external and internal customers. Be able to be trusted with highly confidential information. Be able to perform accurately and meet deadlines in a timely manner. Complete required checks, reports and billings on time. Completion of bank reconciliations. Be able to operate the City's computers as assistance to other Finance Department staff; this individual must be a competent user of computer systems and must work with data processing professionals when troubleshooting or implementing enhancements. Ability to lead fellow employees in the examination of processes and services. Minimum Qualifications Must possess a Bachelor's degree or higher in Public Administration, Business Administration, Finance, Accounting, or substantially similar area from an accredited college or university. Must possess three (3) or more years of financial and payroll work experience. Work experience in local government is preferred. Knowledge, skills, and abilities in the following areas: Excellent verbal and written communication skills; including presentation skills. Ability to analyze comprehensive business processes, perform in-depth work analyses, and associated project plans for executing changes to existing policies and processes. Skill in the use of personal computers and related software applications, specifically Microsoft Word, Excel, PowerPoint, Outlook, Access. Knowledge of municipal policy and process theory, evaluation of concepts; the ability to assemble, analyze and organize critical data. Ability to learn, understand, and incorporate city ordinances, rules, regulations and procedures into daily activities. Ability to gather and analyze complex data using statistical methods and cost center analyses. Ability to multi-task and work on multiple projects, some of which may have conflicting deadlines and/or priorities. Strong interpersonal skills and ability to deal effectively in a team environment. Ability to establish and maintain effective working relationships with a diverse group of individuals and staff throughout the City and outside of the organization. Knowledge of budgeting, forecasting, financial accounting systems and procedures. Ability to facilitate meetings and lead special project teams. Ability to read, understand, and interpret union contracts, scientific and technical journals, manuals, ordinances, policies and procedures, statues, rules, regulations, newspapers, memos, letters, abstracts, financial reports and legal documents. Ability to attend City Council and Committee evening meetings, if required. Ability to speak before audiences with poise, voice control and confidence, using proper grammar and vocabulary appropriate to the audience. Experience in Tyler EERP (formerly Munis) is a plus. Environmental Conditions: Physical Requirements of Work The ability to work in a primarily sedentary position, with the ability to occasionally use force to exert up to 10 pounds. The ability to lift, carry or otherwise move objects, books, materials, etc. using up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. The employee is subject to inside environmental conditions: protection from weather conditions, but not necessarily from indoor temperature changes. There are no environmental hazards associated with this classification. Supervision This position operates under the general direction of the Finance Director or Assistant Finance Director. Performance is reviewed through observation, completion of projects, status reports, conferences and meetings. Guidance is provided through the City Code, departmental policies, City operating practices and procedures, and other resources as applicable to the specific projects assigned. Work is evaluated at least annually with respect to ability, customer service, research and analytical skill, written and verbal communication skills, and performance in accordance with this classification standard. Public Contact The employee has regular and frequent contact with division and department employees, other City employees, and the general public including outside agencies and elected officials on occasion.

Created: 2026-03-14