PAYROLL SPECIALIST - HUMAN RESOURCES

Ponca City; Ponca City (OK); On-site; USD 50,000 - 70,000; Full time

Job summary

Ponca City is seeking a technical payroll professional to manage the City’s payroll system, ensure compliance with federal, state, and local regulations, and support payroll reporting and recordkeeping. The role emphasizes accuracy, confidentiality, and adherence to City policies while handling multi-department payroll processes and year-end filings.

The position requires strong analytical skills, experience with payroll software and Excel, and the ability to coordinate with the Finance

Qualifications

• Payroll administration principles and practices.
• Payroll tax laws and reporting requirements.
• Wage garnishments, payroll deductions and direct deposit processing.
• Governmental accounting principles related to payroll.
• Payroll accounting, reconciliation procedures and financial record keeping.
• Internal controls and financial reporting practices.
• Confidentiality practices related to payroll and financial records.

Responsibilities

• Process and administer payroll for all City employees.
• Review payroll records, time sheets, leave balances and payroll adjustments for accuracy and completeness.
• Process payroll deductions, garnishments, direct deposits and other payroll-related transactions.
• Maintain payroll records and supporting documentation in accordance with applicable records retention requirements.
• Prepare payroll tax reports and ensure timely submission of required payroll filings.
• Prepare year-end payroll reports, including W-2s and other required tax documents.
• Reconcile payroll records with accounting and financial records.
• Prepare payroll journal entries, reconciliations and supporting documentation.
• Ensure payroll compliance with applicable federal, state and local laws, regulations and City policies.
• Coordinate payroll processing to ensure compliance with FLSA, IRS regulations, retirement reporting requirements and other applicable payroll requirements.
• Respond to employee inquiries regarding payroll, deductions, leave balances and compensation.
• Prepare payroll reports, spreadsheets and supporting financial documentation.
• Assist with annual financial audits by preparing payroll schedules, reports and supporting documentation.
• Maintain confidentiality of payroll and financial information.
• Assist with Finance Department projects and administrative assignments as directed.
• Maintain acceptable attendance and the ability to work effectively with others.
• Any specific requirements stated in the "offer of employment letter."
• Safety for oneself and others is a primary responsibility of every employee.
• Perform related duties and responsibilities as required.

Skills

Payroll administration

Payroll tax laws

Wage garnishments

Payroll reconciliation

Confidentiality practices

Communication skills

Education

Associate degree in Accounting/Finance/Business Administration or related field

Tools

Payroll software

Microsoft Excel

Microsoft Office

Job description

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Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

DEFINITION

To perform technical payroll administration duties for the City including payroll processing, payroll tax reporting, payroll reconciliations, payroll compliance and payroll recordkeeping; to ensure the accurate and timely processing of employee compensation in accordance with applicable federal, state and local regulations and City policies; and to provide payroll-related support.

Employees in this classification exercise independent judgment in processing payroll, maintaining confidential payroll records, ensuring regulatory compliance and resolving payroll-related issues. Employees are expected to adhere to all City policies, procedures, guidelines and operational standards and serve as a role model in their application.

DISTINGUISHING CHARACTERISTICS

This is a technical payroll classification. Employees at this level are responsible for processing and maintaining the City's payroll system, ensuring compliance with payroll laws and regulations, preparing payroll reports, reconciling payroll records and maintaining confidential payroll information. This classification is distinguished from accounting positions by its primary responsibility for payroll administration and related compliance activities.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned supervisory or management staff. Exercises no direct supervision over staff.

ESSENTIAL FUNCTION STATEMENTS

Essential responsibilities and duties may include, but are not limited to, the following:

• Process and administer payroll for all City employees.
• Review payroll records, time sheets, leave balances and payroll adjustments for accuracy and completeness.
• Process payroll deductions, garnishments, direct deposits and other payroll-related transactions.
• Maintain payroll records and supporting documentation in accordance with applicable records retention requirements.
• Prepare payroll tax reports and ensure timely submission of required payroll filings.
• Prepare year-end payroll reports, including W-2s and other required tax documents.
• Reconcile payroll records with accounting and financial records.
• Prepare payroll journal entries, reconciliations and supporting documentation.
• Ensure payroll compliance with applicable federal, state and local laws, regulations and City policies.
• Coordinate payroll processing to ensure compliance with Fair Labor Standards Act (FLSA), IRS regulations, retirement reporting requirements and other applicable payroll requirements.
• Respond to employee inquiries regarding payroll, deductions, leave balances and compensation.
• Prepare payroll reports, spreadsheets and supporting financial documentation.
• Assist with annual financial audits by preparing payroll schedules, reports and supporting documentation.
• Maintain confidentiality of payroll and financial information.
• Assist with Finance Department projects and administrative assignments as directed.
• Maintain acceptable attendance and the ability to work effectively with others.
• Any specific requirements stated in the "offer of employment letter."
• Safety for oneself and others is a primary responsibility of every employee.
• Perform related duties and responsibilities as required.

QUALIFICATIONS

Principles, Practices and Knowledge of:

• Payroll administration principles and practices.
• Payroll tax laws and reporting requirements.
• Wage garnishments, payroll deductions and direct deposit processing.
• Governmental accounting principles related to payroll.
• Payroll accounting, reconciliation procedures and financial record keeping.
• Internal controls and financial reporting practices.
• Modern office procedures, methods and computer software applications, including Microsoft Office products.
• Payroll software and financial management systems.
• Business correspondence and report preparation techniques.
• Confidentiality practices related to payroll and financial records.

Operational Skills and Core Competencies:

• Process payroll accurately and efficiently.
• Analyze payroll records and identify discrepancies.
• Reconcile payroll records and prepare supporting documentation.
• Prepare payroll reports, spreadsheets and supporting financial documentation.
• Interpret and apply payroll policies, procedures and applicable regulations.
• Apply internal controls to payroll processing.
• Operate payroll software and Microsoft Office applications effectively.
• Establish and maintain effective working relationships with employees, supervisors and outside agencies.
• Communicate clearly and effectively, both orally and in writing.
• Work independently with minimal supervision and manage multiple assignments simultaneously.
• Maintain accurate payroll records and documentation.

EXPERIENCE AND TRAINING GUIDELINES

Any combination of experience and training that demonstrates the required qualifications for this position may be considered qualifying. A typical way to obtain the required qualifications would be:

Experience:

Three years of progressively responsible payroll, accounting, bookkeeping or finance experience preferred.

Experience processing multi-department payroll preferred.

Education and Training:

Associate degree in Accounting, Finance, Business Administration or a related field preferred.

Equivalent combinations of education, training and experience may be considered.

Experience with payroll software and Microsoft Excel required.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

Environmental Conditions:

Office environment utilizing computers and related office equipment.

Functional Requirements:

Maintain functional capabilities necessary to perform assigned duties including:

• Sitting for prolonged periods of time.
• Operating assigned office equipment and computer systems.
• Reading, writing and interpreting payroll, financial and administrative information.
• Observing and responding to operational and workplace conditions.
• Exercising sound judgment and decision-making abilities in payroll and financial matters.

LICENSE OR CERTIFICATE

Possession of, or ability to obtain, a valid driver's license required.