HomeMy WebLinkAboutPayroll Specialist Job Description 11 05 24
CITY OF MONROE
JOB DESCRIPTION
PAYROLL SPECIALIST
Supervised By: Assistant City Manager/Finance Director
Supervises: No supervisory responsibilities
Position Summary:
Under the supervision of the Assistant City Manager/Finance Director, is responsible for
processing and maintaining payroll for City employees. Maintains necessary payroll records
and payroll-related information. Coordinates and administers the online banking system.
Prepares utility bills for mailing. Performs various clerical and bookkeeping functions in
support of the Finance Department.
Essential Duties and Job Functions:
An employee in this position may be called upon to do any or all of the foll owing essential
functions. These examples do not include all the duties the employee may be expected to
perform. To perform this job successfully, an individual must be able to perform each
essential function satisfactorily.
1. Processes biweekly and special payrolls for full-time and seasonal City employees.
Collects summaries of hours worked from each department and calculates payroll
figures, withholding taxes, benefit premiums, retirement allocations, and other
withholdings.
2. Translates payroll information into the payroll database system so that taxes,
deductions, withholdings, costs, and other payments are correctly processed.
3. Preserves and updates necessary payroll and payroll-related files. Enters data and
ensures information is appropriately recorded, secured, and confidential. Executes
changes in current employees' coverages, deductions, or withholdings as needed and
processes pay adjustments or other modifications that affect payroll.
4. Maintains records and information about vacation and sick time accruals and/or
other earned time off and employer-provided taxable employee benefits.
5. Prepares an electronic timesheet program for City Departments to submit time for
biweekly payroll. Verifies electronic timesheets for accuracy and enters payroll data.
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6. Prints payroll reports, checks for accuracy, generates payroll checks, and obtains
proper signatures. Processes special or retroactive payrolls and calculates end -of-
employment payments as necessary.
7. Prepares quarterly and annual payroll reports. Reviews and compares reports to
accounting database system summaries, verifying accuracy and reconciling errors.
8. Applies knowledge of City policies and procedures and government regulations
relating to payroll administration.
9. Ensures payroll, time-off accruals, and benefits are administered in compliance with
applicable labor contracts and employment agreements. Maintains awareness of
changes in city policies and government regulations that apply to payroll.
Implements negotiated changes in bargaining agreements to comply with new
standards.
10. Administers online banking. Creates and maintains templates in banking program to
wire or ACH monies and make account transfers for City banking needs as directed.
Transacts electronic fund transfers (EFTs) of monies from proper accounts to cover
all aspects of the payroll process (direct deposits for employees, remittances for
dues, etc.) and federal and state withholding payments. Troubleshoots any banking
problems and rectifies them through customer support.
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the insurance carrier and provides proper documentation of wages. Issue checks and
maintain related records to ensure employees are paid correctly according to each
specific labor contract. Completes annual workers' compensation payroll audit.
12. Maintains and processes liability claims against the City and internal auto claims for
City vehicles. Initial contact with citizens filing claims against the City. Communicate
with the insurance carrier to ensure necessary paperwork is submitted and proper
process is followed throughout the claim process. Determines departments involved
and coordinates departmental response to claims. Files completed claims according
to established procedures.
13. Gather data at the direction of the Assistant City Manager/Finance Director for
insurance policy renewals or applications.
14. Invests City operating funds, as directed by the Assistant City Manager/Finance
Director. Communicates with banking institutions to collect weekly CD rates and
instructs redemption and purchase with each institution. Maintains database of
certificates of deposit for short-term investing. Prepares necessary quarterly reports.
15. Performs secretarial functions for the Assistant City Manager/Finance Director and
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assists other City Department heads and personnel with questions on payroll as
needed.
16. Administers the process of preparing utility bills for mailing
17. Performs related work as required.
Required Knowledge, Skills, Abilities, and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities, and
minimum qualifications necessary to perform the essential functions of the position.
Reasonable accommodations may be made to enable individuals with disabilities to perform
the job.
Requirements include the following:
● Bachelor's Degree or equivalent is required.
● Two years of related experience in bookkeeping or general accounting.
● Knowledge of the organization and operations of municipal government.
● Knowledge of bookkeeping and financial reporting principles, methods, and
techniques.
● Skill in the use of office equipment and technology, including Microsoft Suite
applications and financial software specific to the department, and the ability to
master new technologies.
● Skill in communicating with all levels of personnel with a high degree of diplomacy
and professionalism.
● Skill in generating comprehensive and accurate reports and in performing
mathematical computations with accuracy.
● Skill in maintaining and updating records and documents with a high degree of
accuracy.
● Skill in administering payroll systems according to established procedures, with
impartiality and a high degree of confidentiality.
● Ability to establish effective working relationships and use good judgment, initiative
and resourcefulness when dealing with employees.
● Ability to maintain attention to detail and work effectively within deadlines.
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Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are
representative of those an employee encounters while performing the essential functions of
the job. Reasonable accommodations may be made to enable individuals with disabilities
to perform essential functions.
While performing the duties of this job, the employee is regularly required to communicate
in person and by telephone, read regular and small print, view and produce written and
electronic documents, and enter data on a computer keyboard with repetitive keystrokes.
The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to
finger, handle, or feel and reach with hands and arms. The employee must lift or push/pull
objects of up to 15 lbs. without assistance. Accommodation will be made, if needed, for
office employees required to lift or move objects that exceed this weight.
The typical work environment for this job is a business office setting with a quiet and
sometimes moderate noise level.
Reviewed March 2025