Payroll Assistant

City of Stamford; Stamford (CT); On-site; USD 52,000 - 62,000; Full time

Job summary

City of Stamford is seeking a dedicated payroll paraprofessional to manage payroll data, process records, and support internal controls. The role involves extensive Excel use for data entry, report generation, and reconciliation across City departments and BOE payroll activities.

The candidate should have a high school diploma and 3 years in payroll/HR/finance, with Dayforce or similar systems preferred. The position supports a collaborative team in a public sector environment.

Qualifications

• High school diploma and 3 years of experience in payroll/human resources/finance.
• Experience with Dayforce or a similar payroll and HR system preferred.
• Knowledge of state and federal tax rules, multiple union contracts, and city/BOE policies.
• Ability to analyze data to identify discrepancies and present solutions to management.

Responsibilities

• Process pay records for City departments and city pension funds; download and distribute reports for reconciliation.
• Process covering checks (deductions) and transmit deduction information to third party administrators.
• Manage garnishment process and ensure compliance with state and federal agencies.
• Calculate Return of Contributions for separating employees, pension tax calculations, and police workers' compensation activity.
• Support internal controls: payroll payout audits, verification of info, purging old records, auditing Timekeeping data.
• Back up Payroll Supervisor and transmit payroll/Timekeeping data to providers.
• Answer inquiries from employees and pensioners regarding payroll and time/attendance issues; handle communications.

Skills

Payroll processing

Data entry

Excel proficiency

Analytical thinking

Confidentiality

Communication

Tools

Dayforce

Microsoft Excel

Microsoft Access

Job description

Under the general supervision of the Controller or designee, performs paraprofessional duties related to payroll management. Applies independent judgment in performing complex clerical and technical duties involving the preparation, processing, review, and coordination of payroll activities. Performs ongoing data entry, table maintenance, and report generation related to payroll processes; assists with internal control activities; and performs other related duties as required. The position requires extensive use of Microsoft Excel and spreadsheet applications. The incumbent works with both City and Board of Education (BOE) employees.

• Performs related duties as required.
• Process pay records for City departments and city pension funds. Download and distribute reports to departments for reconciliation and follow-up to ensure that reports are verified for accuracy.
• Process “covering checks” payroll (deductions) and transmit deduction information to third party administrators. Work with City and BOE benefits departments by sending deduction reports for reconciliation and following-up to ensure that reports are verified for accuracy.
• Manage garnishment process and ensure compliance with State and Federal agencies.
• Calculate Return of Contributions for separating employees, tax calculations for new pensioners, and calculations for police worker’s compensation activity.
• Support internal control activities including but not limited to: payroll payout audits for the Board of Education, verification of social security and direct deposit information, purging of old records, auditing of Timekeeping information, review of paycheck sign-out sheet, review compliance with city car deductions (vehicle policy).
• Acts as back up to Payroll Supervisor or their designee in the periodic processing of data through the Payroll and Timekeeping interfaces transmits files to payroll provider.
• Answers inquiries from employees and pensioners regarding a wide range of payroll and time and attendance issues. Writes communications, answers phones and files as needed to keep the department running smoothly.
• Back-up other payroll department employees as required.
• Knowledge of state and federal tax rules, multiple union contracts and city and board of education policies.
• Knowledge of payroll office operations, records retention and accounting procedures.
• Tracks employee and processes Employee Expenses.
• Prepares and Imports files into Time and Attendance system. Processes Voided and Manual Checks.
• Processes employee Garnishments.

• Ability to work with individuals from diverse backgrounds.
• Knowledge of the principles and practices of public sector payroll management and maintenance of an automated integrated payroll system.
• Working knowledge of automated Payroll/Human Resources System including the ability to download data from multiple systems, transmit data to various stakeholders, run standard reports from multiple systems and independently create basic reports as needed to perform the job functions.
• Working knowledge of Microsoft Office, including but not limited to Windows, Word, Excel and Access.
• Ability to deal effectively with others and work actively in a team structured environment.
• Ability to work independently and effectively manage multiple tasks at one time.
• Good oral and written communication skills.
• Ability to follow written and verbal instructions.
• Ability to analyze data to identify discrepancies, problem areas, and present solutions to management.
• Sensitivity to confidentiality.

Graduation from an accredited high school and three (3) years of experience in a payroll/human resources/finance office, at least one (1) of which must have involved highly complex clerical work in the area of payroll management.

NOTE

College education may substitute for work experience on a year for year basis up to a maximum of two years.

Preferred Experience:

Experience with Dayforce or a similar payroll and human resources management system is preferred.

Scope of Examination:

The examination will consist of a computer-based assessment designed to evaluate candidates’ technical skills and abilities relevant to the position. The assessment will include an evaluation of candidates’ proficiency in using Microsoft Excel, as well as their ability to perform tasks related to payroll processes, data entry, data analysis, and payroll and human resources systems.