Payroll Administrator

St. Joseph Missouri; Saint Joseph (MO); On-site; USD 45,000 - 65,000; Full time

Job summary

The City of St. Joseph is seeking a Payroll Administrator to manage accurate payroll processing, documentation, distribution, and reconciliation within the Human Resources department.

You will ensure compliance with city, state, and federal payroll regulations, review tax filings, and respond to employee inquiries, while maintaining up-to-date knowledge of applicable laws. Responsibilities include processing monthly and annual payroll, generating deduction reports, and supporting annual audits.

Qualifications

• High school diploma or equivalent required, with 3–5 years payroll experience preferred.
• Knowledge of payroll tax laws, W-4s and W-2s, and taxable vs non-taxable income.
• Ability to communicate effectively in writing and orally.
• Ability to balance and prepare payroll reports and reconcile to the general ledger.

Responsibilities

• Serve as the City's primary resource for detailed payroll-related information.
• Update and report employee payroll data.
• Process payroll deductions and ACH payments.
• Prepare and balance payroll deduction reports and tax withholding reports.
• Submit monthly and annual payroll reports to federal and state authorities.
• Maintain payroll records and assist with year-end audit schedules.
• Assist employees and managers with payroll procedures and inquiries.

Skills

Payroll procedures

Payroll tax laws

Communication skills

Reporting

Office software

Overtime flexibility

Accounting principles

Follow instructions

Independent work

Customer service

Education

High school diploma or equivalent

3-5 years payroll experience

Tools

Microsoft Office

Job description

POSITION TITLE: Payroll Administrator

DEPARTMENT: Human Resources
SALARY: Negotiable
CLOSING: Until filled

Job Summary / Job Scope

Responsible for the accurate preparation, documentation, distribution, and reconciliation of payroll and the administration of the payroll system. Reviews the computation of pay and associated deductions for accuracy. Reconciles payroll transactions with the general ledger. Maintains up-to-date knowledge of city, state, and federal legislation affecting payroll; understands and follows applicable provisions. Reviews required tax filings and other reporting. Reviews data entered into the system and reconciles it with supporting documentation. Responsible for compiling annual payroll budgetary information and audit reports. Answers employee inquiries.

Essential Duties and Responsibilities

• Serves as the City's primary resource for detailed payroll-related information
• Updates and reports employee payroll data
• Initiates PY/AP interface for payroll deduction ACH payments and preparation and sending of memos as backup
• Prepares and balances all payroll deduction reports
• Reports new employees to the State of Missouri online each payroll
• Processes monthly, quarterly, and yearly Federal and State payroll, tax, and tax withholding reports
• Completes the annual calendar and fiscal leave conversions, buyouts, and forfeitures
• Researches and responds to payroll-related inquiries, employment verifications, and correspondence
• Sets up, processes, and verifies direct payroll deposits.
• Researches and completes Workers’ Compensation Wage Statements as requested.
• Updates and reports employee pension changes on the LAGERS Eclipse website
• Submits monthly payments and payroll reports to the City’s pension plan administrators, as well as for the St. Joseph Museum
• Maintains files for the Fire Pension consultants, spouses and widows, and processes quarterly reports
• Calculates and verifies special payroll considerations such as workers’ compensation, garnishments, cafeteria plans, and car allowances
• Provides leave balance and other requested reports and distributes them to the appropriate levels
• Assists all employees, Supervisors and Managers on payroll procedures
• Trains applicable employees on payroll-related issues as needed
• Maintains financial information posted to the general ledger in accordance with state record statutes
• Assists with the preparation of year-end audit schedules
• Obtains financial information requested by City employees and auditors
• Performs all other related duties as assigned.

Required Behavior and Conduct

City employees shall conduct themselves in a professional manner. They shall exhibit and extend such professional conduct appropriate for the circumstances to those with whom they come into contact both internally and externally during the performance of their duties. Examples of professional conduct include, but are not limited to, being communicative, informative, fair, honest, and respectful.

Required Knowledge, Skills and Abilities

• Skills in payroll and/or general accounting procedures.
• Knowledge of payroll tax laws, standard deductions, W4’s, W2’s, taxable and non-taxable income.
• Ability to communicate effectively both orally and in writing.
• Ability to balance and prepare reports.
• Experience in operating computer programs, especially Microsoft Office, and maintaining automated payroll systems.
• Working more than eight hours per day and/or 40 hours per week is sometimes required.
• Knowledge of the principles and procedures of accounting.
• Ability to follow oral and/or written instructions.
• Ability to work independently and to communicate effectively both orally and in writing.
• Skills in customer service.

Working Environment / Physical Requirements

Work is performed in an indoor office setting with a controlled environment. Seldom need to lift more than 10 to 20 pounds. Work involves walking, bending, stooping, and reaching. Requires prolonged sitting and working at a computer terminal. Work involves oral communication through the use of telephone or in person. Some overnight or day travel may be required for business purposes. Vacation and other leave scheduling shall be requested of, and approved by, the appropriate supervisor.

Education

High school diploma or equivalent required. Three to five years' payroll experience required.

Additional Requirements

All applicants must pass a drug screening and criminal background check prior to employment. Any job offer made by the City is contingent upon the applicant passing the drug screening and background check.

Equal Opportunity Employer

AN EQUAL OPPORTUNITY EMPLOYER

The City is a governmental entity subject to Section 504 of the Rehabilitation Act of 1973, which requires that otherwise qualified handicapped individuals be protected from discrimination.

City of St. Joseph | 1100 Frederick Avenue, St. Joseph, MO, 64501 | (816)-271-5300