Payroll Specialist

Job Status
Closed - no longer accepting applications
Job Closing Date
Job Reference Number
136502
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Department: Finance
Rate of Pay: $29.65 - $36.04 (7.25% wage increase anticipated late August)
Position Type: Full Time
Apply by: August 28, 2024 - 5:00 p.m.
CLICK HERE TO APPLY

 

Purpose of Position

Performs a variety of complex payroll functions as well as other accounting functions.  This position is responsible for conducting timely and accurate payroll processing, paying and reconciling taxes; monitoring and making adjustments of employee leave balances, analyzing and implementing bargaining unit contracts, utilizing the payroll software system; processing and filing W-2's; monitoring federal, state and local laws and legislation for compliance and determining impact upon the payroll system; assisting in contract costing for negotiations and determining the implication of proposals for labor relations issues.  

This position also has the daily responsibility as the backup cashier function.  This classification is distinct from the Accounting Technician position by the complexity of the functional area required to analyze and prepare financial/employee benefits related records, reports and accounting assignments and the confidential nature of the work performed.

 

Essential Functions

  • Maintains reliable and predictable attendance at work, and ensures work attendance during bi-weekly payroll processing windows.
  • Prepare the payrolls for processing in-house payroll system, including entering data, maintenance, reconcile and analysis of payroll records.  Maintains integrity of payroll system.  Responsible for creation of all direct deposits, supplemental and manual checks.  Work with confidential information and matters including child support and wage garnishments. Keep updated on State and Federal labor laws and regulations.  Ensures accuracy, completeness and compliance with applicable union contracts, rules, laws, policies and procedures, City’s policies and other employment contracts. Maintain related files and reports. Respond to employees’ questions and concerns regarding payroll.  Process voluntary and mandatory deduction payments. Post journals to general ledger.
  • Prepare necessary payroll related reports, schedules and check requests to include: Bureau of Labor reports, quarterly 941 reports, annual W-2 and W-3 forms, and State of Oregon quarterly filing and new hire reporting and Federal e-verify. Process and make necessary calculations for unemployment insurance, workers’ compensation, medical and dental insurance.  Applies and enforces provisions of collective bargaining contracts and personnel rules as they apply to payroll and leave usage.  Prepare check requests for payments as required. Submit reports and payments to appropriate agencies.
  • Processes all enrollments, terminations, status changes and reconciliations for the Public Employees Retirement System (PERS).  Process all wage contribution files on a bi-weekly basis.  Must respond immediately to requests from PERS seeking employee information.  Research and correct suspended records to ensure correct PERS Benefit Statements.
  • Process all payroll related liabilities including monthly health benefit reconciliation and payment.  Other duties include maintaining employee-related databases and payroll files, including personnel action forms, payroll deductions, direct deposit elections, and insurance enrollments.
  • Maintains City purchase card program- Issues cards, terminates cards, sets up approval duties, adjusts purchase limits, and maintains monthly purchase receipt records.
  • Assists Human Resources with the City’s benefit programs throughout the year, including open enrollment, medical, dental, deferred compensation, life insurance, long term disability, flexible spending accounts, and other voluntary plans.  Suggests collective bargaining agreement and policy language changes related to payroll and time reporting.  Consults with the management bargaining team on implementation issues in order to develop appropriate proposals. Assists during collective bargaining contract negotiations by reviewing proposals and providing feedback on possible payroll system issues.  Prepares alternative wage and salary packages used in labor relations issues and collective bargaining.  Responsible for keeping abreast of changes related to Healthcare Reform and updating the payroll program as needed.  Ensures compliance with state and federal regulations relating to benefit administration and compliance to the policies of the City’s third party benefit administrator.
  • Provides benefits information to employees, retirees and former employees.  Assists departments and employees by providing payroll information, explains procedures, and answers labor contract questions pertaining to payroll. In conjunction with Human Resources, researches, troubleshoots and facilitates resolution of employee benefit problems.
  • Assists Accounting Tech III (Accounts Receivable) with monthly utility billing cycle and other related work.  Answer utility customer questions, arranges payment plans, and payment posting at the direction of the Accounts Receivable Accounting Tech.  Provides payroll and benefits technical assistance to management, Finance Department, and employees. Provides necessary information to accounts receivable for billing of grants.  Process changes and payments required in performing backup duties to the Cashier position.
  • Analyze and reconcile payroll and related General Ledger accounts. Prepare audit schedules for various payroll accounts for fiscal year-end.  Prepares and creates reports for a variety of uses and customers.
  • Counts cash and makes daily bank deposits; Driving required.  Must possess valid Oregon or Washington driver’s license and acceptable driving record (ongoing).
  • Provides administrative support to the City Personnel Officer on a project or as needed basis.
  • Effectively and clearly communicate to others verbally and in both electronic and physical written form.
  • Collects and summarizes information, prepares requests for salary surveys and conducts surveys as necessary in areas of classification and compensation.
  • Maintains a positive and cooperative working relationship with City staff, other organizations, and the public and is responsive to all internal and external customer needs.
  • Follows all safety rules and procedures established for work areas. Maintain safe work habits and contributes to the safety of self, co-workers and the general public.


Auxiliary Job Functions

  • Generate correspondence, reports, forms, tables, contracts, etc.
  • Maintain statistical information and budget figures, etc.
  • May be assigned to serve as the Finance Department Safety Committee Member.
  • Perform a variety of general office tasks in support of the department such as: filing, photocopying and word processing.
  • Assists other Finance or Human Resources Department staff with support duties as workload and staffing levels dictate.
  • Maintain up to date knowledge and compliance with Bargaining Unit contracts
  • Maintain up to date knowledge and compliance with Workers Compensation requirements, including reporting and payments.

 

Qualifications

Knowledge of:

  • Advanced knowledge of accounting and record keeping practices, and payroll processing.
  • Advanced knowledge of tax laws and rates pertaining to payroll.
  • Advanced knowledge of managing in-house payroll.
  • Advanced knowledge of employer benefit programs, plan design, administration and taxation.
  • Advanced knowledge of PERS retirement program.
  • Must possess an understanding of Human Resources policies, practices and procedures.
  • Knowledge of office practices and procedures, operation of standard office equipment, advanced knowledge MS Word, Excel and Outlook, and other software applications.

Ability to:

  • Manage confidential documentation, personnel and payroll items, and sensitive/confidential materials in a professional and discreet manner.
  • Will be required to communicate effectively, both orally and in writing to diverse groups.
  • Position requires a high degree of customer service.
  • Read, understand, and apply Bargaining Unit contracts.
  • Attend ongoing training and workshops related to software, payroll laws, benefits administration, etc.
  • Operate and maintain the integrity of data in the payroll software.
  • Research, understand and apply Federal and State regulations, including reporting and payment requirements.
  • Make sound decisions within established guidelines; analyze complex issues, and develop and implement appropriate responses;
  • Follow established guidelines as set by ordinances, resolutions, policies and procedures.

Physical Requirements:

  • Handling, grasping, or pinching
  • Hearing and listening
  • Lifting/carrying/lowering up to 20 pounds
  • Repeating motion (i.e., typing)
  • Sitting and standing

Mental Demands:

  • Adapting to changing, intensive deadlines
  • Analyzing and solving problems
  • Communicating verbally and in writing
  • Comprehending
  • Concentrating amid distractions
  • Handling multiple concurrent tasks
  • Interpreting data or information
  • Performing highly detailed work

Education and Experience

Experience with PERS EDX system, State of Oregon "Frances Online", and Caselle accounting software.  Equivalent to high school diploma plus additional specialized training and minimum four (4) years experience in performing similar duties, or any satisfactory combination of education, experience and training that demonstrate the ability to perform the above duties.

Desired: CPP certification; APA certification; completion of two-year college program in accounting and/or bookkeeping practices. Previous experience in processing benefits enrollments, terminations and reporting.

Special Requirements/Licenses

Valid Driver’s License and acceptable driving record (ongoing). Possession of Certified Payroll Professional (CPP) Certification or achieve within 12 months of position appointment.

Working Conditions

Work is performed mostly in an office setting.  May infrequently require moving or lifting materials and supplies weighting up to 20 pounds.

Supervisory Responsibilities

There are no supervisory responsibilities attached to this position.

Supervision Received

Works in close coordination with the Human Resources Generalist and under the general direction of the Finance Director and City Personnel Officer.

 

Current Wage & Benefits Summary:

$61,672 to $74,963.20 DOQ

NOTE: A new Collective Bargaining Agreement has been agreed upon between the parties which includes a 7.25% COLA (cost of living adjustment) which will be assigned to this position once approved by City Council in late August.

  • Medical, Dental, Orthodontia and Vision Insurance
  • 14 Days’ Vacation
  • 10 Holidays + 3 Personal Days Annually
  • Paid Sick Leave
  • Oregon PERS Retirement
  • Life Insurance and AD&D
  • Long Term Disability
  • Employee Assistance Program
  • Longevity Pay After 5 Years
  • Conference/training leave
  • Paid jury duty and bereavement leave
  • Optional deferred compensation plan
  • Optional supplemental benefits

This is a summary only of your comprehensive health and welfare coverage and supplemental benefits available. A full description of all your benefits is available under separate cover. In the event of a discrepancy, all provisions of the original plan documents prevail.


The City of Troutdale is an Equal Opportunity Employer. All qualified candidates are strongly encouraged to apply. Applications, supplemental questions, resumes and cover letters will only be accepted electronically. If you are a veteran and wish to request veterans' preference credit, please complete and submit the veterans' preference form posted on the website as instructed on the form or online application.

Disclaimer

THE ABOVE DESCRIPTION COVERS THE MOST SIGNIFICANT DUTIES PERFORMED BUT DOES NOT INCLUDE ALL DUTIES THAT MAY BE PERFORMED BY AN EMPLOYEE IN THIS CLASSIFICATION.

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