Payroll Supervisor

Job Title : Payroll Administrator

Under general supervision, this position is responsible for overseeing the administration of the city's payroll processes, to include required federal and state reporting, as well as ensuring account reconciliations related to payroll deductions. Reports to the Administrator of Fiscal Services.

Responsible for the effective supervision and administration of payroll to include performance management, employee relations, training, prioritizing and assigning work and related activities. Reviews, verifies, and approves city-wide electronic payroll transactions through the city's enterprise resource system (MUNIS) for bi-weekly payroll processing. Responsible for ensuring accuracy of employee compensation, voluntary and involuntary deductions, and third-party payments.

Establishes policies and procedures related to processing payroll and related account management. Stays abreast of proposed regulatory changes related to administering payroll, tax withholdings, mandatory and voluntary deductions, etc. Assists in the development and updating of accounting systems and prepares specialized financial reports and statements as needed; may assist in the research, analysis, and development of annual budget data; and provides assistance to city personnel relating to accounting systems and procedures; may provide assistance to internal and external auditors in auditing financial statements and records.

Researches financial records and makes appropriation transfers; prepares various financial reports, statements and filings for payroll taxes and reports; cash flow reports; statement of financial condition; capital asset values and depreciation; capital projects report on expenditures; depreciation schedule and balance sheets as required to comply with local, state and federal regulations throughout the year.

May be responsible for the review of grant agreements received from multiple federal and state agencies; monitors the grant contract, program income and financial affairs for compliance and conformity; monitor grant expenditures and revenues and ensure compliance with prescribed grantor requirements and make efficiency recommendations.

Performs other duties as assigned. Individual assignments will be determined by supervisor based on current workload and department needs.

Has considerable knowledge of modern office practices and procedures. Has considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary. Has considerable knowledge of the policies and procedures, organization and function of the department. Is skilled in the operation of common office equipment, including popular computer-drive word processing, spreadsheet and file maintenance programs. Is able to screen communications and, based on content, handle independently or route to proper source. Is able to correct spelling, grammatical, punctuation and typing errors. Is able to use independent judgment in organizing and establishing format. Is able to gather information from a variety of sources and draft documents. Is able to establish and maintain moderately complex files. Is able to communicate effectively orally and in writing. Is able to exercise tact and courtesy in frequent contact with the general public. Is able to establish and maintain effective working relationships as necessitated by work assignments.

Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co- workers and the general public.

Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."

Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountability. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.

Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with city policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.

Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Interacts effectively with fellow employees, supervisor, professionals and the general public.

Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.

Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly work place.

Requires a Bachelor's Degree in Accounting, Business Management, Finance or a related field and 3-5 years of related payroll administration experience with 2-3 years of lead or supervisory experience, or an equivalent combination of education and experience.

An acceptable general background checks to include a local and state criminal history check and a valid driver's license with an acceptable driving record.

Requires the ability to exert light physical effort in sedentary to light work; some lifting, carrying, pushing and / or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at keyboard or work station.

Requires the ability to compare and / or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Requires the ability to speak and / or signal people to convey or exchange information. Includes receiving instructions, assignments and / or directions from superiors.

Requires the ability to read a variety of cash turn-in reports, invoices, contracts, leases, financial records, etc. Requires the ability to prepare cash turn-in reports, correspondence, financial reports, spreadsheets, contracts and requisitions, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction and style. Requires the ability to speak to people with poise, voice control and confidence.

Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English and possess a basic working knowledge of accounting, clerical and computer operation terminology.

Requires the ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; to determine percentages and decimals.

Requires the ability to inspect items for proper length, width and shape.

Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.

Requires the ability to handle a variety of items, automated office equipment, etc. Must have minimal levels of eye / hand / foot coordination.

Does not require the ability to differentiate between colors and shades of color.

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Requires the ability to talk and / or hear : (talking : expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.