Payroll Administrator

City of Westfield, Indiana; Westfield (IN); On-site; USD 60,000 - 85,000; Full time

Job summary

The City of Westfield, Indiana is seeking an experienced payroll professional to join the Clerk-Treasurer’s Office as a Payroll Administrator. The role supports bi-weekly processing, timekeeping reviews, reconciliations, and year-end activities using ADP Workforce Now.

It requires strong attention to detail and the ability to resolve payroll discrepancies. This position serves as backup to the Payroll Manager and interacts with employees and department representatives to maintain accurate

Qualifications

• Three or more years of professional payroll experience, preferably in a complex payroll environment.
• Experience processing payroll and performing payroll reconciliations.
• Working knowledge of payroll practices, deductions, taxation, and compliance requirements.
• Strong analytical and problem-solving skills with exceptional attention to detail.
• Strong organizational and time-management skills and the ability to meet recurring payroll deadlines.
• Proficiency with Microsoft Excel and the ability to work confidently with detailed payroll data.
• Ability to maintain confidentiality and appropriately handle sensitive employee and financial information.
• Strong written and verbal communication skills.

Responsibilities

• Assist with processing the City’s bi-weekly payroll using ADP Workforce Now.
• Maintain and review employee payroll information, including hours, earnings, deductions, benefit time, and other payroll-related data.
• Review timekeeping records, leave accruals, compensatory time, and other payroll information for accuracy and proper inclusion in payroll.
• Review payroll changes and supporting documentation for completeness and accuracy.
• Identify and research payroll discrepancies and coordinate corrections with the Payroll Manager.
• Serve as a backup resource to the Payroll Manager for payroll processing and other essential payroll functions.
• Perform payroll reconciliations and audits to verify the accuracy of payroll transactions and records.
• Reconcile payroll deductions, benefit-related activity, and other payroll liabilities to supporting records.
• Review payroll reports and transaction activity for discrepancies or unusual items requiring additional research.
• Work with the Municipal Accountant and other Clerk-Treasurer staff to research and resolve differences between payroll and the City’s financial records.
• Maintain clear supporting documentation and audit trails for payroll transactions, corrections, and reconciliations.
• Assist with maintaining compliance with applicable federal, state, and local payroll requirements.
• Assist with required payroll reporting and documentation.
• Generate and review standard payroll reports.
• Assist with year-end payroll processing, including W-2 preparation and reconciliation.
• Assist with payroll-related audit requests and preparation of supporting documentation.
• Maintain payroll procedures and assist with development and implementation of standard operating procedures.
• Respond to employee and department payroll questions and assist with resolution of routine payroll issues.
• Research questions involving pay, deductions, timekeeping, leave balances, or other payroll activity.
• Escalate complex, unusual, or high-risk payroll matters to the Payroll Manager.
• Communicate professionally with employees, supervisors, department representatives, benefit providers, and other parties involved in payroll administration.

Skills

Payroll processing

Timekeeping review

Excel proficiency

Analytical thinking

Communication skills

Confidentiality

Organizational skills

Attention to detail

Tools

ADP Workforce Now

Timekeeping systems

Payroll software integrations

Job description

Position Summary

The City of Westfield is seeking an experienced, detail-oriented payroll professional to join the Clerk-Treasurer’s Office as a Payroll Administrator.

Description

Working closely with the Payroll Manager, the Payroll Administrator will assist with the administration of the City’s bi-weekly payroll, including payroll processing, employee payroll records, timekeeping review, reconciliations, reporting, compliance, and year-end activities. The position will serve as an important second level of review within the payroll process and as a backup resource to the Payroll Manager.

The successful candidate will have strong payroll experience, exceptional attention to detail, and the ability to research and resolve payroll discrepancies. Experience with a complex or governmental payroll environment is highly desirable.

Essential Duties And ResponsibilitiesPayroll Administration

• Assist with processing the City’s bi-weekly payroll using ADP Workforce Now.
• Maintain and review employee payroll information, including hours, earnings, deductions, benefit time, and other payroll-related data.
• Review timekeeping records, leave accruals, compensatory time, and other payroll information for accuracy and proper inclusion in payroll.
• Review payroll changes and supporting documentation for completeness and accuracy.
• Identify and research payroll discrepancies and coordinate corrections with the Payroll Manager.
• Serve as a backup resource to the Payroll Manager for payroll processing and other essential payroll functions.

Reconciliation and Review

• Perform payroll reconciliations and audits to verify the accuracy of payroll transactions and records.
• Reconcile payroll deductions, benefit-related activity, and other payroll liabilities to supporting records.
• Review payroll reports and transaction activity for discrepancies or unusual items requiring additional research.
• Work with the Municipal Accountant and other Clerk-Treasurer staff to research and resolve differences between payroll and the City’s financial records.
• Maintain clear supporting documentation and audit trails for payroll transactions, corrections, and reconciliations.

Payroll Compliance and Reporting

• Assist with maintaining compliance with applicable federal, state, and local payroll requirements.
• Assist with required payroll reporting and documentation.
• Generate and review standard payroll reports.
• Assist with year-end payroll processing, including W-2 preparation and reconciliation.
• Assist with payroll-related audit requests and preparation of supporting documentation.
• Maintain payroll procedures and assist with development and implementation of standard operating procedures.

Employee and Department Support

• Respond to employee and department payroll questions and assist with resolution of routine payroll issues.
• Research questions involving pay, deductions, timekeeping, leave balances, or other payroll activity.
• Escalate complex, unusual, or high-risk payroll matters to the Payroll Manager.
• Communicate professionally with employees, supervisors, department representatives, benefit providers, and other parties involved in payroll administration.

Typical Qualifications

Minimum Qualifications

• Three or more years of professional payroll experience, preferably in a complex payroll environment.
• Experience processing payroll and performing payroll reconciliations.
• Working knowledge of payroll practices, deductions, taxation, and compliance requirements.
• Strong analytical and problem-solving skills with exceptional attention to detail.
• Strong organizational and time-management skills and the ability to meet recurring payroll deadlines.
• Proficiency with Microsoft Excel and the ability to work confidently with detailed payroll data.
• Ability to maintain confidentiality and appropriately handle sensitive employee and financial information.
• Strong written and verbal communication skills.

Preferred Qualifications And Experience

• Governmental or public-sector payroll experience.
• Experience with ADP Workforce Now or a comparable payroll system.
• Experience with electronic timekeeping systems and payroll system integrations.
• Experience reconciling employee benefits, payroll deductions, and related liabilities.
• Experience assisting with payroll audits and year-end payroll processing.
• Advanced Microsoft Excel skills.

Preferred Characteristics

• Exceptionally accurate and attentive to detail.
• Comfortable working with complex payroll information and recurring deadlines.
• Someone who enjoys researching discrepancies and determining why payroll information does not agree.
• Organized and committed to maintaining complete documentation and clear audit trails.
• Able to work independently while recognizing when an issue requires review by the Payroll Manager.
• Comfortable learning new payroll systems, regulations, procedures, and technology.
• Professional, dependable, discreet, and able to maintain strict confidentiality.

Supplemental Information

Career Development Opportunity

This position provides an opportunity to develop specialized expertise in municipal payroll administration and public-sector financial operations. The Payroll Administrator will gain experience with complex payroll processing, timekeeping systems, payroll compliance, benefits and deduction reconciliation, auditing, reporting, and the financial accounting processes that support payroll.

The position is designed to provide increasing responsibility as knowledge and experience develop and offers opportunities for continued professional growth within the City’s financial operations.

We provide a comprehensive benefits package designed to support your overall well-being. This includes paid time off for vacation, holidays, and sick leave. Additionally, we offer competitive medical, dental, vision, and life insurance coverage. You’ll also have the opportunity to participate in our 457/401a retirement plan, ensuring financial security for your future.

For full details, please visit our benefits highlights page.

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Have you ever been convicted of a felony? *Answering "yes" to the question does not constitute an automatic bar to employment. Factors such as the date of the offense, seriousness and nature of the violation, rehabilitation, and position applied for will be taken into account.

• Yes
• No
• Required Question