JOB DESCRIPTION

 

 

JOB TITLE:  Payroll Specialist

 

MAINTENANCE REVIEW DATE:  May 1999

 

ORG/POS #:  1140/1470, 2082

 

JOB OBJECTIVE:  To provide technical assistance in the processing of the City's tax savings plan, biweekly payrolls and the preparation of payroll reports.

 

ACCOUNTABILITY:  Receives general supervision from the Payroll Manager.

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Enters deduction amounts for employee insurance, pensions, union dues, garnishments, levies, child support, Workers’ Compensation, etc., into the payroll/personnel system database.

 

2.         Prepares biweekly, monthly, quarterly, and payroll reports and forms; remits monies from the payroll account to federal and state income tax agencies, benefits carriers, garnishing agencies and pension plan administrators; prepares summary of run control reports.

 

3.         Collects checks from City outside agencies for their employee benefits; prepares payment vouchers and forwards them to the appropriate benefit carriers;

 

4.         Calculates and types manual checks; enters information into the payroll/personnel system.

 

5.         Operates a check signing machine to sign and separate checks, time sheets, and related payroll materials.

 

6.         Receives and reconciles insurance billings; releases funds from the Payroll Account to the appropriate benefit carriers each payroll for employees in non-pay status.

 

7.         Processes Tax Savings Plan reimbursements to include answering questions and providing information related to flexible spending accounts, maintaining participant database in the payroll/personnel and finance systems, monitoring flexible spending account balances, and maintaining updated versions of the Summary Plan Descriptions and related forms.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Downloads payroll reports from the payroll/personnel system.

 

2.         Transfers monies from the City balance sheet account to the payroll account for payment of COBRA benefits each month.

 

3.         Maintains a log of manual checks and voided checks; issues stop payment orders for lost checks and backs check amounts out of the payroll system.

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4.         Provides salary information to other City departments and outside agencies for retirement computations, Social Service benefit computations, and income verifications.

 

5.         Answers questions from City employees regarding payroll and deduction amounts; maintains payroll and deduction files and computer printouts.

 

6.         Serves as backup to the Assistant Payroll Manager relating to the City’s Tax Savings Plan and downloading the biweekly Electronic Filing Transfer (EFT) and child support files.

 

7.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:  None.

JOB SPECIFICATION

PAYROLL SPECIALIST

 

 

GENERAL STATEMENT OF DUTIES:  Performs work of average difficulty in providing technical assistance in the processing of the City's tax savings plan, biweekly payrolls and the preparation of payroll reports.

 

MAINTENANCE REVIEW DATE:  May 1999

 

EXAMPLES OF WORK:  (Illustrative)

 

Enters deduction amounts for employee insurance, pensions, union dues, garnishments, levies, child support, Workers’ Compensation, etc., into the payroll/personnel system database.

 

Prepares biweekly, monthly, quarterly, and payroll reports and forms; remits monies from the payroll account to federal and state income tax agencies, benefits carriers, garnishing agencies and pension plan administrators; prepares summary of run control reports.

 

Collects checks from City outside agencies for their employee benefits; prepares payment vouchers and forwards them to the appropriate benefit carriers;

 

Calculates and types manual checks; enters information into the payroll/personnel system.

 

Operates a check signing machine to sign and separate checks, time sheets, and related payroll materials.

 

Receives and reconciles insurance billings; releases funds from the Payroll Account to the appropriate benefit carriers each payroll for employees in non-pay status.

 

Processes Tax Savings Plan reimbursements to include answering questions and providing information related to flexible spending accounts, maintaining participant database in the payroll/personnel and finance systems, monitoring flexible spending account balances, and maintaining updated versions of the Summary Plan Descriptions and related forms.

 

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

 

Good knowledge of standard payroll principles and practices.

 

Good knowledge of bookkeeping principles and practices.

 

Good knowledge of federal and state payroll regulations.

 

Skill in the operation of a computer terminal.

 

Skill in the operation of 10-key calculator.

 

Skill in the operation of check signing machine.

 

Skill in the operation of a microcomputer.

 

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Ability to perform mathematical calculations rapidly and accurately.

 

Ability to communicate effectively with employees of City departments and various outside agencies.

 

Ability to read and interpret laws and regulations affecting payroll operations.

 

Ability to maintain moderately complex files and records.

 

Ability to prepare various reports from payroll records.

 

ACCEPTABLE EXPERIENCE AND TRAINING: 

 

Completion of high school, supplemented by one (1) year of college or vocational technical school course work in Bookkeeping, Business Administration, or a related area; at least two (2) years of experience in payroll processing, bookkeeping, or a related area; OR any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

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PHYSICAL REQUIREMENTS:  The physical demands marked below are representative of those that will be required to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

                                                                            YES                                                                            NO

Lifting (lbs.)		ü
Carrying (lbs.)		ü
Stooping, Bending	ü
Kneeling, Squatting	ü
Walking	ü
Standing	ü
Sitting	ü
Climbing, Balancing (e.g., climbing and working from ladder)		ü
Use of Hands to Finger, Handle, or Feel	ü
Physical Coordination (sequential or simultaneous use of hands, arms, feet, and legs)	ü
Eye-Hand Coordination	ü
Close Vision (clear vision at 20" or less)	ü
Distance Vision (clear vision at 20' or more)		ü
Color Vision (ability to identify and distinguish colors)	ü
Depth Perception (ability to judge distance spatial relationships)	ü
Hearing	ü

 

WORK ENVIRONMENT:

 

The environmental conditions marked below are common to this job:

 

                                                                            YES                                                                            NO

Outdoor Weather Conditions		ü
Wet, Humid Conditions (non-weather)		ü
Work Near Moving Mechanical Parts		ü
Work in High, Precarious Places		ü
Fumes or Dust		ü
Toxic or Caustic Chemicals		ü
Extreme Heat (non-weather over 90º F.)		ü
Low Noise (e.g., business office)	ü
Moderate Noise (e.g., light motorized equipment such as lawn mowers)		ü
Loud Noise (e.g., jackhammer, heavy motorized equipment)		ü