Payroll Manager

Job Title: Payroll Manager Department: Finance Reports To: Controller / Deputy Director Open Date: March 24, 2022 Close Date: Open Until Filled Hiring Salary: $3,811.36 - $4,868.07 per month, DOE Salary Range: $3,811.36 - $5,714.18 per month, DOE To Apply Please Visit: www.meridiancity.org Job Summary: The Payroll Manager is responsible for ensuring the City employees are paid accurately, on time, and in compliance with all applicable laws, regulations, and City policies. The Payroll Manager organizes and oversees, and manages the timekeeping process to ensure accurate record keeping for pay and compliance with FLSA and other regulations. The Payroll Manager works independently with minimal supervision adhering to critical deadlines, strict federal and state regulations and a continual approach to revising and improving processes as needed for efficiency and effectiveness. The Payroll Manager is responsible for the accurate remittance of benefit payments to third party vendors, reporting accurate federal and state tax information, and complying with PERSI rules and requirements. The Payroll Manager partners closely with Human Resources and others in the execution of the payroll and timekeeping functions, communicating frequently with City employees both broadly and individually as needed. The Payroll Manager may assist with other accounting functions such as accounts receivable, accounts payable, monthly journal entries, and annual audits as needed. Essential Duties & Responsibilities: Responsible for the overall management and administration of all payroll functions for the City; Manage, direct, and oversee that the collection, calculation, and entering of payroll data for the issuance of payroll checks; Manages all payroll systems and processes for the monthly issuance and production of paychecks and direct deposits.; Manages, updates, and approves all payroll changes associated to payroll taxes, payroll benefits, and payroll deductions; Responsible for maintaining all payroll guidelines by writing and updating policies, procedures and rules; Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks and associations; Responsible for communication and training all City employees pertaining to the City’s Payroll processes and procedures (including Timecard training); Audit and critically review the accuracy of all employee information necessary for processing payroll following all payroll policies; Oversees and manages the distribution of paychecks and direct deposits for all City employees; 2 Responsible for exporting time card and HRMS data into City’s payroll program; Responsible for exporting finalized payroll data into City’s financial system; Ensure accurate reconciliation of all-time card hours, benefits, and other deductions on paycheck calculations; Manage and administer the payroll ACH (direct deposit) upload file with City’s financial institution; Maintain City-wide timecard system by coordinating with software programmers any issues, concerns, and improvements; Determines and manages all payroll liabilities by approving the calculation of employee federal, state income, social security taxes, employer’s social security, unemployment, and workers compensation payments; Responsible for the timely and accurate administration, reconciliation, and transmission of Federal income, FICA taxes, State withholding taxes, PERSI pension payments, medical, dental, life insurance, vision, retirement, AFLAC, union dues, United Way, and payroll garnishments to appropriate recipients; Responsible for the timely and accurate reconciliation and administration of the transmission of the PERSI IRIS report in compliance with applicable rules and laws; Mange the reconciliation and submission of quarterly reports including 941, State Unemployment, State Insurance Fund; Manage the reconciliation of quarterly reports to yearly totals to balance, produce, and transmit the State 967 report; Responsible for the annual management, administration, reconciliation, and disbursement of employees W2’s; Responsible to comply with federal, state and local requirements by studying existing and new legislation, enforcing adherence to requirements and advising management on needed actions; Responsible for remaining current on all FLSA, FMLA, Military Leave, Fire Union Contract, PERSI, US, State, and City regulations/laws involving payroll matters; Responsible to comply with all federal, state, and local requirements for all payroll-related disbursements and benefits such as; deferred compensation, fringe benefits, leave payments, uniform allowance, gift cards, life insurance, company car use, cell phone and education; Manage, administer, comply, and report on garnishment, child support, or other legal orders; Reconcile and resolve discrepancies for all payroll general ledger accounts monthly; Prepare monthly general ledger entries; 3 Reconcile employee pay checks with short term disability and/or worker’s compensation benefits; Responsible for the administration of all changes submitted on employee W4 forms; Manage the City’s Position Slot database to ensure compliance with budgets; Create and compile reports for City management on a regular basis or as needed; Serve as payroll subject matter expert on City Benefits Committee; Partner with HR to ensure new hires, temporary workers, and terminations are accurate, timely, and in compliance with applicable laws; Responsible to monitor HR database to ensure valid data for payroll changes, new hires, terminations, and other status changes that impact employee information necessary for payroll by validating system actions to Personnel Action Request forms; Support the HR Department by auditing all Personnel Action Request forms for accuracy, timeliness, and compliance; Coordinate and provide appropriate reports for HR Departments monthly reconciliations; Partner with HR Department to maintain efficiencies with payroll and benefits processes; Meet with HR staff on a regular basis to discuss issues, solutions, process improvements; Provides support for City’s bank cash receipt transactions as needed; Provides support in all areas of payroll data management and account reconciliation and maintains a high level of discretion and confidentiality of payroll information; Conduct and follow through on special projects that may involve research, summarizing information and making appropriate recommendations; Troubleshoot and resolve complex payroll issues quickly and accurately with a high level of discretion and limited aid from management; Works with management to develop and improve internal controls; Prepare year-end closing reconciliations, reports, research and documentation for the financial statement audit; Updates Finance department management on issues or concerns and seeks guidance as timely as possible; Create and compile reports for City management on a regular basis or as needed; 4 Analyze payroll issues and provide appropriate action plans or solutions; Updates supervisor on issues or concerns to seek guidance as timely as possible; Manage City bank cash receipt transactions on a daily basis; Review and mail AP payments on a weekly basis; Prepares special research requests and special reports at the request of the Chief Financial Officer, City Staff, City elected officials, and the public; Prepares other operational analytical and statistical reports as requested and prepares and updates public informational materials; Responsible to update employee additions and terminations on city wide credit accounts; Communicate city wide credit account information with all new hires; Reconcile all hours, benefits and other deductions on pay calculations; Notify appropriate parties of any changes in the law, regulation, rules or practice; Reconcile benefit payments and initiate payments to vendors, including medical, dental, life insurance, flexible spending, etc.; Maintain various subsidiary ledgers, auditing and reconciling reports and information and posting data as required; may generate general ledger entries; Manage City-wide timecard system by coordinating with programmers, initiating and approving changes, communication and training; Responsible to maintain current payroll notes for processes and procedures; Prepares appropriate reports for HR for use as reconciling documents for payroll and FMLA hours; Performs other duties as assigned. Job Specifications: Minimum Bachelor of Science degree in Accounting, Finance, or Business Administration; Must have a minimum of seven (7) years of experienced in a computerized payroll system demonstrating increasing responsibility. Or, any combination of education and experience sufficient to perform the essential job duties. 5 Knowledge, Skills & Abilities: Knowledge of pertinent Federal, State and local laws, and regulations; Knowledge in internal control systems; Experience developing, implementing, and monitoring policies and procedures; Knowledge of general accounting and clerical principles and practices; Knowledge of computerized accounting systems at an advanced level and experience using personal computers to enter, retrieve, and edit spreadsheets; Knowledge of records administration and maintenance techniques and procedures; Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar; Knowledge sufficient to operate standard office equipment including computer, copier, fax machine and postage machine; Knowledge of Generally Accepted Accounting Principles (GAAP), Generally Accepting Auditing Standards (GAAS), Governmental Accounting Standards Board (GASB), and Generally Accepted Government Auditing Standards; Knowledge in monitoring contract activity for compliance with terms and conditions; Skills in resiliency, technical writing, policies, and positive customer service; Skill in use of Microsoft Office Professional software and programs, i.e. Word, Excel, Outlook at an advanced level; Skill in data entry with minimal errors; Skill in editing documents for accuracy, clarity, and correct grammar; Skill in communicating effectively with others, both orally and in writing, using both technical and nontechnical language for the needs of the audience; Skill in managing own time and the time of others; Skill in completing assignments accurately and with attention to detail; Ability to serve as an effective liaison by establishing and maintaining an effective working relationship with department heads, elected official, other City employees and the general public; Ability to handle customer complaints skillfully and respectfully; 6 Ability to work and deal with a wide range of individuals with professional composure; Ability with managing situations in which the individual may be upset; Ability to work effectively with frequent interruptions in a team environment as a team player; Ability to collaborate with others and adapt to changes; Ability to provide sound information, guidance and recommendations to the Mayor, City Council, department heads, and others; Ability to analyze problems, discern and resolve discrepancies, identify alternative solutions, project consequences of proposed actions, exercise sound, independent judgment, and implement recommendations accordingly; Ability to understand and follow oral and/or written policies, procedures, and instructions; Ability to use logical and creative thought process to develop solutions according to written specifications and/or instructions; Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines; Ability and willingness to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology; Ability to work independently and takes initiative in order to understand and meet deadlines; Must have a strong sense of ethics and integrity; Ability to establish priorities in alignment with departmental goals; Ability to process and handle confidential information with discretion; Ability to review work of self and others for accuracy; Ability to accurately prepare and maintain records, files, and reports; Ability to maintain records of materials, supplies, time, and work performed; Ability to regularly plan, set up and attend meetings, functions and events, occasionally outside of regular business hours; Willingness to learn new skills and attend trainings as appropriate; Ability to apply and understand new accounting pronouncements and standards. 7 Licensing: Certified Payroll Professional (CPP) desired, but not required; Certified Government Financial Manager (CGFM) desired, but not required. Work Environment and Physical Demands: Work is usually performed in an office environment with generally low noise level, protected from weather but not necessarily from fluctuations in temperatures; Constantly requires sitting at a desk or computer terminal for long periods of time and the ability to lift up to 20 lbs. on occasion; Constantly requires clarity of speech and hearing, which permits the employee to communicate effectively with the public, employees or co-workers; Constantly requires clear vision to read printed materials and computer screen to accomplish work; Constantly requires repetitive movement of the writes, hand, and /or fingers; Constantly requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks; Occasionally may require assist with and attending Department sponsored special events or activities, sometimes after hours. Travel Requirements Local travel is occasionally required.