PAYROLL MANAGER

Job Summary:

This is a management position within the organizational structure of the Hall County Financial Services Department, and this position is directly responsible for all payroll activities and functions for Hall County Government. This position provides payroll support throughout the organization, including internal and external stakeholders. Responsibilities include supervising and coordinating the County’s payroll functions. Acts as a liaison between employees, departments, and human resources or other third party representatives where payroll administration is concerned.  Work is performed under the general direction of the Assistant Finance Director and is reviewed through reports, conferences, and evaluation of results achieved.

Essential Functions and Responsibilities:

• Interviews, supervises, directs, and evaluates assigned staff; processes employee concerns and problems; directs work, counsels, disciplines, and completes employee performance appraisals; coordinates training and cross-training activities; coordinates daily work activities and schedules; and approves employee time off requests.
• Coordinates daily work activities; organizes, prioritizes, and assigns work; monitors status of work in progress and inspects completed work; consults with assigned staff, assists with complex/problem situations, and provides technical expertise.
• Evaluates employee work procedures and makes recommendations; assigns, delegates, and reviews work; trains staff in work methods; interviews and makes hiring recommendations.
• Interprets, applies, and ensures compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures; initiates any actions necessary to correct deviations or violations; develops policies and procedures related to payroll.
• Supervises and oversees all payroll functions, including but not limited to, ensuring accurate and timely processing of biweekly payroll in compliance with relevant laws, regulations, ordinances, and policies and procedures.
• Receives bi-weekly payroll reports, reviews personnel action forms, time sheets and personnel action forms and submits payroll by deadline.
• Remains current on new legislation and regulatory rulings impacting payroll.
• Periodically performs internal audits of various payroll transactions including voluntary and involuntary deductions.
• Audits departments to ensure proper documentation of payroll procedures and the correct documentation of employee work time; makes recommendations concerning the same.
• If applicable, maintains direct contact and manages relationship with third party payroll provider.
• Monitors salary surveys and analyzes salary distribution trends; identifies problem areas and makes recommendations regarding adjustments to the salary structure and/or individual salary structure, and/or individual salaries as needed. 
• In collaboration with the Assistant Finance Director, Finance Director, and Administration, evaluates and analyzes existing payroll policies and procedures, and drafts, proposes, or implements changes and/or creates quality control measures leading to best practice operations.
• Reviews and approves payroll manual check requests.
• Ensures reports and payroll taxes are prepared and paid on time; serves as liaison between Hall County and state and federal agencies on these matters.
• Assists department staff in matters related to payroll; assists with training staff in proper use of payroll and tax forms.   Provides training and/or prepares training materials for others involved in payroll processing.
• Verifies electronic reports are saved to proper drive on network.
• Ensures payroll reports are accurately maintained on a biweekly, monthly, quarterly, and annual basis as required for financial and reporting requirements.
• Evaluates utility of innovations which may impact the payroll function and analyzes and recommends solutions to procedural problems with the County's payroll system; assists in establishing goals and priorities for the payroll system.
• Coordinates with other Financial Services staff members and staff of Human Resources on a variety of issues and concerns including policies, Human Resource Information Systems (HRIS), position/benefits funding, Worker’s Compensation, and Short-Term Disability.
• Responds to questions, complaints, concerns, and requests for information from employees, supervisors, and management regarding salary or compensation.
• Prepares the annual personnel services budget including fringe benefits, annual merit and/or cost of living allowance increases, and salary costs for each department/division.
• Prepares monthly reconciliation of the Group Health Insurance Fund to appropriately confirm accuracy between payroll, internal accounting, human resource records, and the third party insurance provider. 
• Conducts monthly, quarterly, and annual financial analysis of payroll and benefits compared to each fund/department’s annual budget, including reconciling liability accounts.  
• Oversees the preparation of the required monthly, quarterly, and year-end closing procedures and reconciliations and reports for payroll, including but not limited to, W-2s, Federal, State, and other payroll related reports; reviews for accuracy, and ensures reports are submitted to the appropriate agencies on time.
• Works with independent audit staff on an annual basis to ensure required documentation for payroll test of transactions (TOT) and fieldwork is completed accurately and timely. 
• Composes and prepares routine correspondence, letters, memoranda, and various other documents; maintains files and records.
• Attends various meetings, professional workshops, seminars, and conferences; performs flexible administrative tasks as needed.
• Assists with researching, compiling, and providing recommendations for various special projects as requested.
• Advises the Assistant Finance Director and Finance Director on payroll matters.
• Provides assistance to HR staff as needed.
• Coordinates special projects as assigned.
• Performs additional work as assigned and/or required.
• Regular and predictable attendance is required.

Materials and Equipment Used:

• Personal computer             
• Telephone                 
• Scanner                      
• Calculator                       
• Printer/Copy machine

Minimum Qualifications Required:

   Education and Experience:

• Bachelor's Degree in Public Administration, Accounting, Finance, Business Administration, or related field from an accredited college or university.
• Five to seven years of professional experience in governmental accounting or auditing, including experience performing payroll duties and three years in a supervisory capacity.
• Any equivalent combination of education and experience, which would meet the minimum level of qualifications stated above.

  Licenses and Certifications:

•  None

   Knowledge, Skills, and Abilities:

• Knowledge of generally accepted accounting principles.
• Knowledge of Federal and State payroll laws for payroll administration.
• Knowledge of County Government and its organization and function.
• Knowledge of and ability to utilize computers and various software packages in payroll, and the ability troubleshoot problems as they occur and offer solutions.
• Ability to handle multiple high priority projects concurrently.  
• Ability to multitask, organize, plan, control, and coordinate individual and group assignments.
• Ability to recognize and meet deadlines in a stressful environment. 
• Ability to plan, organize, and/or prioritize daily assignments and work activities.
• Ability to communicate and interact effectively with supervisors, management, other staff members, elected officials, and personnel at all levels of government.
• Ability to present complex information in a clear, professional, and meaningful manner. Ability to deliver actionable guidance and feedback to departments on control issues and potential solutions to close control gaps.
• Ability to establish and maintain effective working relationships with department directors, employees, and outside agencies.
• Ability to interact professionally with staff at all levels of the organization, senior management, elected officials, department/division heads, the public, and other governmental entities and agencies.
• Must have excellent attention to detail.
• Strong analytical and problem solving skills.
• Ability to handle information of a highly sensitive and confidential nature and to analyze that information and handle each employee and situation appropriately.
• Knowledge of computer operations, visual presentations, and spreadsheet applications. Proficiency in Microsoft Office, especially Excel.
• Skilled in using a calculator, photocopy and facsimile machines, and other office equipment. 
• Ability to perform semi-complex mathematical calculations with a high degree of accuracy.
• Excellent and effective verbal and written communication skills.
• Ability to convey information in a clear and concise manner.
• Strong project management skills.
• Strong influencing and collaboration skills.
• Highly analytical, organized, and motivated. 
• Ability to independently assimilate facts and draw sound conclusions. 
• Ability to select, develop, organize, motivate, and effectively manage staff. 

ADA Minimum Qualifications:

• Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.
• Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.
• Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours. 
• Sensory Requirements:  Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.
• Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone. 

This class specification should not be interpreted as all-inclusive.  It is intended to identify the major respon­sibilities and requirements of this job.  The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.