Payroll Administrator

City of Waxahachie; Waxahachie (TX); On-site; USD 36,000 - 60,000; Full time

Job summary

City of Waxahachie is seeking a Payroll Clerk to perform technical and clerical duties for financial record keeping and to process the biweekly payroll for police, fire, and other staff.

The role emphasizes accuracy, confidentiality, and adherence to evolving city policies and legal requirements. Strong spreadsheet and office software skills are essential for timely reporting and auditing readiness.

Qualifications

• High school diploma or GED required; Bachelor’s degree in Accounting, Finance or related field preferred.
• One year of automated payroll processing experience preferred.
• Two years of administrative experience, preferably in accounting, finance or HR field.

Responsibilities

• Process the biweekly payroll, including Civil-Service Police and Fire, accurately and timely.
• Provide technical assistance to the Finance Department and City staff.
• Maintain confidentiality of employee records and payroll data.
• Assist with audits and compliance with applicable laws and regulations.

Skills

Bookkeeping

Payroll policies

Accrual rules

Payroll compliance

Forms processing

Leave administration

Admin procedures

Excel

Word

Outlook

Mainframe

Education

High school diploma or GED

Bachelor’s degree preferred

Tools

Mainframe

Job description

Under general supervision, to perform a variety of technical and clerical duties involving financial record keeping; process the biweekly payroll, which includes civil-service Police and Fire, in a timely and accurate manner; provide related technical assistance to the Finance Department and City staff; perform other duties as assigned.

DISTINGUISHING CHARACTERISTICS

Employees within this class perform and administer duties requiring a high degree of analysis, individual judgment and confidentiality in the administration of payroll activities. Employees must be able to adapt in an environment in which specific parameters change frequently in accordance with evolving City policies, federal law, and software modifications. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Employees must be able to function effectively in an environment often involving sensitive issues of employee pay as well as the close scrutiny and potential for significant financial penalties exacted upon the City by various agencies of government, particularly the Treasury Department.

EMPLOYMENT STANDARDS

Knowledge of

• Bookkeeping principles and practices to include verification of time sheets and salary changes, as needed to prepare or maintain accurate records and reports.
• Payroll policies and procedures to include those related to time keeping and time reporting as needed to ensure employees are compensated correctly and leave balances are accurately maintained.
• Accrual rules such as the rate at which annual, sick, and compensatory leave are accrued and the procedures for requesting, using and reporting leave as needed to accurately calculate and report employee time.
• Local, state, or federal laws, codes, regulations or legislative acts pertaining to employee benefit or payroll programs to include keeping records for audit and verifying reports generated by the computerized payroll system as needed to process payroll as required for state, federal, and local entities.
• Payroll and personnel related forms to include the proper manner to complete and process forms as needed to complete payroll forms and other administrative forms.
• Payroll procedures and practices to include the procedures for processing temporary and permanent employees, part-time and full-time employees, exempt and non-exempt employees, and bi-weekly employees as needed to calculate employee time and document employment status.
• Employee leave type accumulations to include the types of leave and rate of accumulations as needed to calculate employee time.
• Administrative and clerical procedures and systems such as word processing, filing and record management systems, and other office procedures and terminology as needed to maintain the accuracy and confidentiality of employee records.
• Computer software applications such as Microsoft Excel, Word, Outlook, Internet and mainframe applications as needed to figure and report employee time and access personnel forms.

Ability to:

• Use mathematical applications such as addition, subtraction, multiplication, division, percentages, and fractions as needed to calculate employee time accumulated and used.
• Perform key entry of alpha or numerical material.
• Enter data accurately and quickly using a computer keyboard as needed to enter payroll figures in the computer.
• Explain complex payroll procedures and concepts.
• Communicate in writing to include the use of standard English grammar, spelling, punctuation and sentence structure and logical ordering of ideas as needed to compose documents such as memo and letters and to effectively communicate with others.
• Interpret complex data such as spreadsheet computations, charts, and graphs as needed to aid in interpreting payroll data.
• Operate office equipment such as copiers, fax, printers, and telephones at an acceptable level as needed to maintain the efficiency of the office.
• Maintain attention to detail as needed to calculate, figure, input employee time, and maintain employee records.
• Make competent decisions and exercise good judgement.
• Maintain and ensure the confidentiality of employee personnel files and contents.
• Establish and maintain effective working relationships with supervisors, department office employees or other agencies to include tact, courtesy, and diplomacy as needed to provide and request information relative to payroll issues.
• Manage time and projects as needed to meet bi-weekly, monthly, quarterly and annual deadlines
• Trace mathematical errors in payroll records as needed to locate and correct payroll discrepancies.

Education, Training and Experience:

Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job may be considered.

• High school diploma or GED required; Bachelor’s degree in Accounting, Finance, Public Administration, Business Administration, or related field preferred. Degree or equivalent combination of work experience, preferred.
• Minimum of (1) one year of automated payroll processing using payroll processing software, preferred.
• Minimum of (2) two years of administrative experience, preferably in accounting, finance, or human resources related field.

Licenses and Certificates:

• Fundamental Payroll Certification, preferred

PHYSICAL AND MENTAL DEMANDS:

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists.

Specific vision abilities required for this job include close vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals.

Work Environment

The employee works in an office environment where the noise level is usually quiet. Certain positions within the classification may require availability to work flexible schedule.