Payroll Administrator

Ludlow; Ludlow (MA); On-site; USD 38,000 - 47,000; Full time

Job summary

The Town of Ludlow is seeking a Payroll Clerk to support the Accounting and Human Resources Department with payroll processing, bookkeeping, and related financial duties. The role involves ensuring accurate payroll for town and school departments, onboarding new employees, and maintaining confidential records.

Responsibilities include managing Munis entries, W-2 processing, external verifications, and coordinating with HR on deductions and changes.

Qualifications

• High school diploma or equivalent required; associate degree in accounting preferred.
• Minimum 3 years payroll and bookkeeping experience, municipal setting preferred.
• Proficiency in Microsoft Office; experience with MUNIS preferred.
• Excellent interpersonal, organizational, and confidentiality skills; self-starter attitude.

Responsibilities

• Process and review payroll submissions for town and school departments for accuracy.
• Initiate and update payroll changes based on HR information (new hires, promotions, leaves, terminations).
• Monitor payroll and vendor warrants; ensure funds available and coordinate transfers.
• Assist new employees with onboarding paperwork and required documentation.
• Enter monthly insurance premium bills in Munis and review withholdings for accuracy.
• Verify preparation and distribution of W-2s and submit reports to agencies.
• Process external requests for employment verification (VOE) from external agencies.
• Perform payroll processing and related bookkeeping with accurate records.
• Coordinate with HR to ensure payroll deductions and changes are applied correctly.
• Verify accuracy of vendor and payroll checks and ensure proper processing and distribution.

Skills

Payroll processing

Bookkeeping

Microsoft Office

MUNIS

Customer service

Education

High school diploma or equivalent

Associate's degree in accounting (preferred)

Job description

This position provides administrative, technical, and accounting support to the Accounting & Human Resources Department in the receipt, expenditure, and custody of municipal funds, and assists in carrying out the duties of the office.

KEY RESPONSIBILITIES

(The essential functions listed below are intended only as examples 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.)

• Processes and reviews payroll submissions from Town and School Departments for accuracy in accordance with collective bargaining agreements, policies, contracts, and applicable laws.
• Initiates and updates payroll changes based on information received from Human Resources, including new hires, salary adjustments, promotions, leaves of absence, and terminations.
• Monitors payroll and vendor warrants for the town and school; ensures sufficient funds are available and coordinates transfers as needed.
• Assists new school and town employees with onboarding paperwork ensuring all forms are completed and accompanied with the proper documentation.
• Enters monthly insurance premium bills in Munis; reviews withholdings for accuracy.
• Verifies the preparation and distribution of W-2’s and ensures submission of required reports to appropriate agencies.
• Processes external requests for employment verification (VOE) from external agencies, including financial institutions and government entities.
• Performs payroll processing and related bookkeeping while maintaining accurate financial records.
• Coordinates with Human Resources Department to ensure payroll deductions and changes are properly applied.
• Verifies the accuracy of vendor and payroll checks and ensures proper processing and distribution.
• Records funds received from the Commonwealth of Massachusetts or other outside agencies.
• Posts and reconciles daily collections from Town Departments.
• Assists in the collection and accounting of Town taxes and departmental turnovers, reconciles accounts and ensures consistency across financial records.
• Provides professional assistance to Town employees, retirees and the public regarding payroll, and general inquiries.
• Performs general administrative duties, including answering phones, processing correspondence, scanning, filing, such as scanning, copying, processing emails, purchasing office supplies, answering phones, and operating the office equipment.
• Maintains strict confidentiality of sensitive financial and personnel records.
• Receives and processes Tax Title payments; ensures proper entry and coding in Munis.
• Communicates with taxpayers, attorneys, etc. regarding balances, fees, and payment details.
• Maintains accurate records of Tax Title accounts, including spreadsheets and possession lists
• Prepares and issues Certificates of Redemption for recording at the Registry of Deeds.
• Updates and maintain list of Tax Possessions.
• Performs general office and collection duties, including other tasks as directed or pertaining to Tax Titles.
• Performs similar or related work as directed by the Treasurer/Collector and/or designee.

MINIMUM QUALIFICATIONS

• Qualified applicants must have a high school diploma or equivalent; an associate’s degree in accounting or related field preferred. A minimum of three (3) years of experience in payroll and bookkeeping, preferably in a municipal setting. Excellent interpersonal, organizational, multi-tasking and computer skills; be able to pay attention to detail, maintain strict confidentiality and be a self-starter. Proficiency in all Microsoft Office applications is required, and experience in MUNIS is preferred. Possess exemplary customer service skills and display the ability to respectfully interact with the general public and Town employees when addressing departmental inquiries and concerns. Must be comfortable working with figures, maintaining accurate and detailed records, operating standard office equipment.

Department

Accounting

Job Type

Full Time

$27.8775-$34.3998

Hours

35

Union

LATOSS IV

The Town of Ludlow is an (EOE) equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.