Payroll Specialist

City of Highland Park, IL; Highland Park (IL); On-site; USD 60,000 - 75,000; Full time

Job summary

The City of Highland Park, IL is seeking an experienced payroll professional to administer the bi-weekly payroll within the Finance Department. The role supports employees with payroll questions, ensures accuracy and compliance with federal, state, and local requirements, and maintains detailed payroll records.

This salaried exempt position requires 3–5 years of payroll experience, an associate degree (or two years of related coursework), and certification such as FPC or CPP is preferred.

Qualifications

• Associate’s degree or two years of technical/business coursework required; coursework in accounting or finance preferred.
• Three to five years of professional payroll experience.
• Certification as FPC or CPP strongly preferred.

Responsibilities

• Administer bi-weekly payroll processing, data entry, and reconciliations; manage wage records, direct deposit files, and deductions.
• Prepare and file payroll tax returns, W-2s, and wage reports to agencies including IRS and IMRF; conduct reconciliations and implement process improvements.
• Process daily cash receipts and customer payments for various city departments and fees; ensure accuracy and compliance with procedures.
• Provide front-line customer service at the counter and via phone; assist with memos and correspondence as needed.
• Perform other related duties as assigned.

Skills

Payroll processes

Tax withholding

Benefits administration

Communication

Confidentiality

Attention to detail

Independent work

Education

Associate’s degree or two years of technical/business coursework

Tools

Eden

Munis

SQL Server Reporting Services

Job description

The City of Highland Park is seeking an experienced payroll professional to join its Finance Department. This position plays a key role in administering the City’s bi-weekly payroll and supporting employees with payroll-related questions and issues. The ideal candidate is detail-oriented, organized and comfortable managing a multifaceted payroll process with a high degree of accuracy and independence.

Primary Purpose:

Administers all aspects of the City’s bi-weekly payroll process, ensuring accuracy, timeliness, and compliance with federal, state, and local requirements. Provides frontline financial and customer service support including cashiering, transaction processing, and general clerical tasks. Maintains detailed payroll records, processes tax filings and vendor payments, and supports continuous improvement of payroll functions.

Supervision Received:

Works under the general supervision of the Deputy Director of Finance with the exception of front counter customer service responsibilities, which are under the direct supervision of the Accounting Manager.

Expected hiring range: $60,000 - $75,000 DOQ
2026 Grade 9 Range Max: $83,965.47
Salaried Exempt Position
IMRF Pension Eligible

• Administer bi-weekly payroll including data entry, processing, and reconciliation of employee time, compensation changes, accrual balances, garnishments, and benefit deductions. Maintain payroll system data, employee wage records, and direct deposit files. Ensure compliance with union contracts, payroll policies, and wage assignments. Serve as a resource to employees for payroll-related questions.
• Prepare and file payroll tax returns (federal, state, unemployment), generate year-end W-2s, process payroll-related vendor payments, and submit reports to agencies including IRS and IMRF. Conduct payroll account reconciliations, manage software updates for legislative compliance, complete compensation surveys, and recommend process improvements. Maintain certification through ongoing professional education.
• Process daily cash receipts and verify accuracy of customer transactions, including payments for utilities, permits, parking citations, real estate transfer taxes, and other municipal fees. Follow City financial procedures and reconcile payments.
• Provide front-line customer service at the counter and via phone. Answer questions, notarize documents, and support general information requests. Handle calls for the City’s main switchboard and assist in preparing memos and correspondence.
• Performs other related duties as assigned.

Required Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education:

Associate’s degree or two years of technical/business coursework required, Coursework in accounting or finance preferred.

Experience:

Three to five years of professional payroll experience. Familiarity with payroll compliance, accounting procedures, and ERP/payroll software systems

Certification or License:

Certification as a Fundamental Payroll Specialist (FPC) or Certified Payroll Professional (CPP) strongly preferred.

Required Knowledge, Skills, and Proficiencies:

• Strong knowledge of payroll processes, tax withholding, and benefits administration
• Familiarity with applicable federal and state laws including FLSA, IMRF, and IRS regulations
• Experience preparing payroll reports and filings (e.g., W-2s, 941s, state unemployment)
• Knowledge of recordkeeping practices, reporting tools, and office procedures
• Proficiency in Microsoft Office and financial software (Eden or Munis preferred)
• Strong analytical, problem-solving, and time management skills
• Excellent communication and customer service abilities
• Ability to work independently and maintain confidentiality
• Attention to detail, accuracy, and ability to prioritize under pressure
• Ability to collaborate and maintain effective relationships with staff, vendors, and the public

Work Environment

Work is performed in a general office environment with regular exposure to standard office equipment. Frequent public contact; interactions primarily with internal departments and vendors. Work is typically sedentary with minimal exposure to environmental hazards. May occasionally encounter emotionally charged situations.

Tools and Equipment Used

Uses standard office equipment and software including: Desktop or laptop computer (Windows OS), Microsoft Office Suite (Excel, Word, Outlook, etc.), Financial ERP systems (e.g., Tyler Munis or similar), Reporting tools (e.g., SQL Server Reporting Services), Multi-function printer/copier/scanner, Telephone, calculator, and other general office devices.

Physical Demands

While performing the duties of this job, the employee is frequently required to sit, talk and hear. The employee is required to walk; use hands to finger motions, handle or feel objects, tools, or controls; and reach with hands and arms. The employee is required to withstand prolonged periods of concentration, necessitated by activities such as proof reading, comparison analysis and data entry. The employee must occasionally lift and/or move objects up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.