Payroll Specialist

City-of-College-Statio; College Station (TX); On-site; USD 48,000 - 68,000; Full time

Job summary

The City of College Station seeks a Payroll Specialist under general direction of the Payroll Administrator to accurately process payroll, maintain records, handle tax and deduction reports, and prepare accounting transactions. This role also supports vendor management and accounts payable/receivable processes with attention to detail and discretion.

Core duties include system maintenance, wage garnishments, tax filings, year-end reporting, and responding to inquiries from staff and management.

Qualifications

• Requires Associate's Degree in accounting, finance or related field and two years’ experience in accounting or finance, plus three years related customer service or clerical experience or an equivalent combo.
• Knowledge of computerized financial applications and AP, AR, payroll knowledge is essential.
• Strong customer service, continuous improvement mindset, and teamwork.
• Excellent organizational, communication (written and oral), problem-solving, and detail-oriented skills.

Responsibilities

• Perform daily payroll operations, verify changes for accuracy, and maintain confidential payroll records.
• Process payroll actions including garnishments, benefits withholding, overtime, and workers’ compensation claims.
• Prepare bi-weekly ACH payroll transfers and payroll-related journal entries.
• Generate monthly reports and year-end filings (W-2s, 941s, TMRS contributions).
• Respond to payroll inquiries with professional communication to staff and vendors.
• Research regulatory updates and implement payroll policy changes.
• Maintain unclaimed property records and annual state reporting where applicable.
• Assist with payroll/time attendance training and material development.
• Support accounting operations such as vendor setup, 1099 processing, AP/AR activities, and cash receipts.
• Provide general finance support, assist with month-end/year-end close and audits.
• Perform other duties as assigned.

Skills

Payroll knowledge

AP/AR knowledge

Customer Service

Continuous improvement

Teamwork

Self-starter

Professional attitude

Detail oriented

Communication skills

Problem solving

Well organized

Education

Associate's Degree in accounting/finance related field

Bachelor’s Degree in accounting/finance or related field

Job description

Under general direction of the Payroll Administrator, the Payroll Specialist is responsible for the accurate processing of the payroll function, including payroll calculations, check preparation, maintaining related records, filing tax and voluntary deduction reports, processing involuntary deductions such as levies and garnishments, preparing accounting transactions and documents, documenting and updating procedures and preparing special reports for senior management. The Accounting Operations Specialist also supplies backup functionality to vendor management and accounts payable, accounts receivable billing, and payment processing. This role involves contact with personnel within and outside of Fiscal Services and requires extensive attention to detail, the exercise of independent judgment, initiative, and discretion based on knowledge of administrative policies and procedures of the Fiscal Services Department and the City.

The following represent the core areas of responsibilities, however, incumbents function to provide a range of accounting related support services andspecific duties will vary based on assignment. In addition, the listed duties may not include all tasks that may be performed by a position in this class.

1. Perform daily tasks related to the operation of the City’s payroll system and time and attendance system; review all additions, deletions and changes in payroll information for accuracy; maintain payroll system to include, but not limited to, updating and/or adding earnings codes, deduction codes, cost centers, etc; and ensure confidentiality of employee and payroll records. Review compensation and benefit information entered by the Human Resources Department against pay records to ensure accuracy and set year-end deadlines for HR and Payroll functions.
2. Receive and review payroll records ensuring compliance with City policies, procedures, and regulations; enter payroll into system; process, calculate, and post a variety of payroll actions including IRS wage garnishments, child support checks, benefits withholding, overtime hours, and worker’s compensation claims; prepare, balance and correct payroll reports.
3. Prepare bi-weekly ACH payroll transfer file and bank transfer; prepare and check payroll and cash transfer journal entries.
4. Prepare monthly reports and check request as needed. Prepare and submit all quarterly, fiscal year end and calendar year end reports including tax deposits, 941 quarterly filings, TMRS contributions, W-2's and year-end reports.
5. Respond to and resolve employee and department payroll-related inquiries in a timely, effective, and professional manner while communicating effectively and courteously with employees, management, and vendors.
6. Research and analyze regulatory updates and other information impacting the payroll system and implements required changes to system; assist with development of payroll policies and procedures.
7. Maintain unclaimed property check databases; prepare annual report and submit to the state; research returned unclaimed checks for correct address.
8. Participate in Citywide payroll and time and attendance training and assist with the development of training materials/resources.
9. Perform a variety of accounting operations support of the City’s accounting system to include but not limited to vendor setup and maintenance including 1099 processing, auditing voucher packets, processing void/stop payments, acting as purchasing receiver, maintaining accounts receivable customer files and processing billings, processing daily cash receipts.
10. Provide general finance support and assistance, to include, but not limited to assisting with all aspects of month-end and year-end closing, including reviewing operational reports and reviewing and preparing entries; assisting with the annual audit; and working with staff and other employees on the continuous improvement of accounting services ensuring consistent integration of the accounting system and utilizing in compliance with applicable laws and regulations.
11. Perform other duties as assigned.

Required:

• Associate's Degree in accounting, finance or related field, and two (2) years’ experience in accounting or finance with three (3) years related customer service, clerical, or function-specific experience or, an equivalent combination of education and experience
• Knowledge of computerized financial applications
• AP, AR, Payroll knowledge
• Customer Service
• Continuous improvement orientation
• Teamwork focused
• Self-starter
• Professional attitude
• Well organized
• Detail oriented
• Problem solving skills
• Communication skills (written and oral)

Preferred:

• Bachelor’s Degree in accounting, finance or related field
• Knowledge of municipal management or governmental accounting experience

Position posted until filled or on our closing date.