Payroll Specialist

Infojini Inc; Town of Florida (NY); On-site; USD 60,000 - 90,000; Full time

Job summary

Infojini Inc is seeking a technically skilled payroll professional to manage the City’s bi-weekly payroll, maintain employee records, and ensure accurate reporting and compliance with governing statutes. The role requires coordinating timekeeping, updating HRIS data, and preparing a range of payroll reports and deductions.

The position emphasizes confidential handling of payroll and benefits information, while supporting process improvements and grant-related payroll requirements.

Qualifications

• Associate's degree in Accounting, Business Administration, Finance or a closely related field.
• Four (4) years of experience specifically in payroll, governmental accounting or a closely related field.
• Proficiency in use of all Microsoft Suite applications, such as Word, Excel, PowerPoint, etc.
• Preference given for experience with Tyler Technologies MUNIS HR/Payroll system, and Executime timekeeping system.
• Ability to deal effectively with stress and time pressures.

Responsibilities

• Administers the City’s electronic timekeeping system, including setting up users, authorizing access and permission, and training new users.
• Performs the day-to-day coordination and administrative duties required of the City’s payroll function, including data entry, timekeeping administration, computing wages, managing accruals, overtime and/or retro payments and any necessary reporting.
• Maintains the payroll-related aspects of the HRIS system, including the creation of payroll cost allocation tables, and making necessary and relevant updates as needed.
• Balances/reconciles end of year accrual balances. Completes relevant journal entries.
• Receives related personnel/pay information and processes bi-weekly payroll for City employees.
• Prepares supplemental payroll reports, payroll checks, supplemental payroll checks, wage garnishments, child support, tax withholdings, pension, and termination payouts.
• Prepares payments for employee deductions including bank direct deposits files, tax withholdings, pension, child support, wage garnishments, and union dues. Resolves any related vendor issues with these payments.
• Uploads payroll files into the city's banking system.
• Conducts an audit on payroll backup received by all departments ensuring supporting documentation is included in the transmission.
• Interprets and ensures compliance with Florida statutes, City Ordinances, Employment Policies Manual, union contracts, other policies and procedures, rules and regulations, and IRS fringe benefit guidelines as they pertain to payroll. Provides recommendations to management for decision-making and policy changes.
• Receives personnel changes; and verifies and approves wage changes entered into MUNIS by Human Resources Department personnel. Reviews other changes in MUNIS for accuracy.
• Provides ongoing effort to improve processes and operations, decrease turnaround times, streamline work processes, and works cooperatively and jointly to provide quality service to other departments.
• Conducts research, prepares and provides feedback, provides guidance regarding employee concerns regarding pay, taxes, deductions, and court orders, and provides recommendations on future initiatives related to the focus areas. Conducts research for special projects as directed.
• Coordinates and prepares payroll related information to comply with grant guidelines, including FEMA and other related programs.
• Reconciles monthly insurance benefit payments and audits against payroll deductions.
• Prepares and balances required state and federal government quarterly and year-end reports, to include 941 reports, re-employment tax, grant reimbursements, Reporting for Police Officer and Firefighter Supplemental Incentives, and W2's.
• Maintains and updates tax table information as updates are released by the IRS.
• Completes the preparation and reconciliation of end-year reports (FY and CY) including, but not limited to, workers' compensation audit, annual financial audit, and pension state reports.
• Prepares and verifies pension related documents such as annual required contributions, pension reconciliations, and employee withdrawals and terminations.
• Maintains and updates employee leave records and distributes related reports to departments as requested.
• Prepares various statistical reports and maintains the safekeeping of payroll records.
• Responds to inquiries, requests for assistance, concerns, and complaints in areas of responsibility. Researches problems and initiates problem resolution.
• Performs administrative/clerical functions such as entering, retrieving computer data, importing and exporting data between software programs, sending and receiving correspondence, and organizing and filing documents.
• Ongoing implementation of automation in order to streamline processes. Reviews and recommends payroll system and process improvements.
• Coordinates upgrades and modifications of the payroll and timekeeping software with software vendor, consultants, programmers, and other users in the City. Tests system upgrades before migration to new versions or features.
• Attends technical classes, workshops, trainings, meetings, or seminars, to enhance job knowledge and skills; reads professional journals and monitors legislative changes to keep abreast of trends and practices in assigned areas.
• Serves as one of the department’s public records coordinators.
• Works on multiple tasks and requests at one time in a fast paced environment.
• Performs other duties as assigned.

Skills

Microsoft Suite

Education

Associate's degree in Accounting/Finance/Business Administration

Tools

MUNIS HR/Payroll system

Executime timekeeping system

Job description

This is a highly technical payroll position that is responsible for monitoring and performing all tasks related to the City's payroll functions. This position coordinates the processing of the city's bi-weekly payroll, updates and maintains employee and payroll records, maintains related accounting records and reports, and reconciles various records related to employee benefits and workers' compensation, along with any reporting requirements to internal and external agencies. Works under general supervision, however the employee is expected to exercise initiative and proper judgement for certain tasks when necessary for payroll. Must exhibit and work confidentially and discreetly in all matters pertaining to the City, finance and employee matters.

Essential Job Functions

• Administers the City’s electronic timekeeping system, including setting up users, authorizing access and permission, and training new users. Audits and monitors the usage of the system.
• Performs the day-to-day coordination and administrative duties required of the City’s payroll function, including data entry, timekeeping administration, computing wages, managing accruals, overtime and/or retro payments and any necessary reporting.
• Maintains the payroll-related aspects of the HRIS system, including the creation of payroll cost allocation tables, and making necessary and relevant updates as needed.
• Balances/reconciles end of year accrual balances. Completes relevant journal entries.
• Receives related personnel/pay information and processes bi-weekly payroll for City employees.
• Prepares supplemental payroll reports, payroll checks, supplemental payroll checks, wage garnishments, child support, tax withholdings, pension, and termination payouts.
• Prepares payments for employee deductions including bank direct deposits files, tax withholdings, pension, child support, wage garnishments, and union dues. Resolves any related vendor issues with these payments.
• Uploads payroll files into the city's banking system.
• Conducts an audit on payroll backup received by all departments ensuring supporting documentation is included in the transmission.
• Interprets and ensures compliance with Florida statutes, City Ordinances, Employment Policies Manual, union contracts, other policies and procedures, rules and regulations, and IRS fringe benefit guidelines as they pertain to payroll. Provides recommendations to management for decision-making and policy changes.
• Receives personnel changes; and verifies and approves wage changes entered into MUNIS by Human Resources Department personnel. Reviews other changes in MUNIS for accuracy.
• Provides ongoing effort to improve processes and operations, decrease turnaround times, streamline work processes, and works cooperatively and jointly to provide quality service to other departments.
• Conducts research, prepares and provides feedback, provides guidance regarding employee concerns regarding pay, taxes, deductions, and court orders, and provides recommendations on future initiatives related to the focus areas. Conducts research for special projects as directed.
• Coordinates and prepares payroll related information to comply with grant guidelines, including FEMA and other related programs.
• Reconciles monthly insurance benefit payments and audits against payroll deductions.
• Prepares and balances required state and federal government quarterly and year-end reports, to include 941 reports, re-employment tax, grant reimbursements, Reporting for Police Officer and Firefighter Supplemental Incentives, and W2's.
• Maintains and updates tax table information as updates are released by the IRS.
• Completes the preparation and reconciliation of end-year reports (FY and CY) including, but not limited to, workers' compensation audit, annual financial audit, and pension state reports.
• Prepares and verifies pension related documents such as annual required contributions, pension reconciliations, and employee withdrawals and terminations.
• Maintains and updates employee leave records and distributes related reports to departments as requested.
• Prepares various statistical reports and maintains the safekeeping of payroll records.
• Responds to inquiries, requests for assistance, concerns, and complaints in areas of responsibility. Researches problems and initiates problem resolution.
• Performs administrative/clerical functions such as entering, retrieving computer data, importing and exporting data between software programs, sending and receiving correspondence, and organizing and filing documents.
• Ongoing implementation of automation in order to streamline processes. Reviews and recommends payroll system and process improvements.
• Coordinates upgrades and modifications of the payroll and timekeeping software with software vendor, consultants, programmers, and other users in the City. Tests system upgrades before migration to new versions or features.
• Attends technical classes, workshops, trainings, meetings, or seminars, to enhance job knowledge and skills; reads professional journals and monitors legislative changes to keep abreast of trends and practices in assigned areas.
• Serves as one of the department’s public records coordinators.
• Works on multiple tasks and requests at one time in a fast paced environment.
• Performs other duties as assigned.

Minimum Education and Experience

• Associate's degree in Accounting, Business Administration, Finance or a closely related field.
• Four (4) years of experience specifically in payroll, governmental accounting or a closely related field.
• Proficiency in use of all Microsoft Suite applications, such as Word, Excel, PowerPoint, etc.
• Preference given for experience with Tyler Technologies MUNIS HR/Payroll system, and Executime timekeeping system.
• Ability to deal effectively with stress and time pressures.

In some cases, an equivalent combination of higher education and experience may be considered, provided that the education and experience is in a relevant and related field.