Payroll Specialist

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

Benefits offered by this job

IMRF Pension Eligible

Job summary

The City of Highland Park is seeking a Payroll Administrator to manage the bi-weekly payroll process, ensuring accuracy, compliance, and timeliness for all employees. You will handle data entry, wage changes, deductions, and benefits with a focus on customer service and internal controls.

In this salaried exempt role, you will also file payroll taxes, prepare year-end forms, and support continuous improvement of payroll processes.

Qualifications

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

Responsibilities

• Administer bi-weekly payroll including data entry, processing, and reconciliation of time, changes, accruals, garnishments, and deductions.
• Prepare and file payroll tax returns and year-end forms (W-2s).
• Process daily cash receipts and verify customer transactions for municipal fees.
• Provide front-line customer service at counter and by phone.
• Perform other related duties as assigned.

Skills

Payroll processing

Attention to detail

Customer service

Data entry

Analytical skills

Education

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

Tools

Microsoft Office

Munis or Eden

Job description

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.

Salary and Benefits

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

Job Responsibilities

• 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.