Payroll Administrator

City of Chaska; Chaska (MN); On-site; USD 60,000 - 85,000; Full time

Job summary

The City of Chaska seeks a skilled Payroll Administrator to manage in-house payroll, ensure accuracy, and maintain compliance with federal/state laws and union contracts. You will verify timesheets, calculate wages and deductions, and prepare required reports.

You will collaborate with Human Resources and Finance for benefits administration, year-end processing, audits, and Open Enrollment to ensure timely, accurate compensation for City employees.

Qualifications

• Process and verify payroll data with accuracy.
• Prepare federal/state payroll reports and audits.
• Respond to employee payroll inquiries confidentially.
• Collaborate with HR and Finance on benefits and policy compliance.

Responsibilities

• Process and administer City payroll with accuracy and timeliness.
• Review timesheets, deductions, and benefits calculations.
• Prepare payroll reports for internal use and government filings.
• Support annual audits and workers’ compensation audits.
• Assist with Open Enrollment and benefits administration.

Skills

Attention to detail

Confidentiality

Communication skills

Problem solving

Education

Bachelor’s degree in finance, accounting, or related field

Associate’s degree in finance, accounting, or related field

High school diploma and 1+ years payroll experience

Tools

Enterprise ERP / Payroll HRIS

Microsoft Excel

W-2/941 handling

Job description

The City of Chaska is seeking a knowledgeable and service-focused Payroll Administrator to join our team! In this role, you will oversee the City’s payroll operations, ensuring accuracy, timeliness, and compliance with applicable federal and state laws, union contracts, and City policies. As a trusted subject matter expert, you will play a key role in supporting payroll systems and processes, providing financial and compliance reporting, assisting with audits, and collaborating with Human Resources and Finance to ensure employees receive accurate compensation and benefit administration.

Payroll Administration & Processing

• Process and administer the City’s in-house payroll, ensuring accuracy, timeliness, and compliance with City policies, union contracts, and federal and state regulations.
• Review and verify timesheets and payroll data; ensure accurate calculation of wages, overtime, deductions, and benefits.
• Distribute benefit and retirement plan contributions (e.g., HSA, VEBA, PERA, 457b, etc.).
• File and reconcile required federal and state payroll reports (e.g., W-2s, quarterly 941s, unemployment reports). Reconcile payroll deductions, general ledger accounts and vendor billings.
• Ensure compliance with union contracts and payroll/employment laws, regulations, and best practices; collaborate with HR on policy development and compliance matters.

Systems Administration

• Serve as system administrator for Enterprise ERP (Payroll/HRIS), Time and Attendance, and Employee Self Service modules. Implement and support new software programs and system integrations.
• Manage year-end payroll processes and maintain system control settings.

Reporting, Analysis & Audit Support

• Prepare payroll-related financial reports and provide analysis for internal review, including personal services budget reporting. Compile required reports for government agencies.
• Prepare workpapers and documentation for annual financial audits and workers’ compensation audits.

Employee Support & Collaboration

• Respond to employee payroll inquiries and resolve concerns in a timely and confidential manner.
• Provide support to the annual Open Enrollment process.
• Train and provide backup guidance to cross-trained staff.

Other Duties

• Perform other duties as assigned.

Education and Experience

• Bachelor’s degree in finance, accounting, human resources or related degree and 2 years of experience processing full-cycle payroll OR
• Associate’s degree in finance, accounting, human resources or related degree and 4 years of experience processing full-cycle payroll OR
• High school diploma, GED or equivalent and 1 or more years of specialized training in finance, payroll, or human resources (e.g., college classes, HR or payroll certifications, etc.) and 7 or more years of experience processing full-cycle payroll
• Local government or union experience preferred
• Certified Payroll Professional (CPP) certification preferred

Other Required Knowledge, Skills, and Abilities

• General knowledge of payroll systems or HRIS systems such as Enterprise ERP
• Ability to exercise professional judgement and confidentiality
• Excellent communication skills with ability to effectively communicate both verbally and written
• Ability to work independently and collaborate with others
• Ability to meet established timeframes and deadlines
• Proficiency in Microsoft Office: Excel and Word
• Basic accounting skills
• Demonstrated attention to detail

Equipment Used

• Computer
• Calculator
• Telephone
• Office equipment such as copier, calculator, etc.

Mental Effort

• Attention to detail
• Organize and review data and paperwork
• Critical thinking
• Understand and communicate with employees
• Basic arithmetic and accounting

Physical Requirements

• Operate a computer, calculator, and basic office equipment
• Listen to and respond to telephone calls
• Sit or stand at desk for long periods of time
• Occasionally lift 25 pounds (storage boxes)

Working Conditions

• General office environment