Payroll Specialist Job Description

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CHARACTERISTICS OF THE CLASS

Under the direction of a supervisor within the Finance department, performs all maintenance, monitoring and reconciliations required for payroll processing, including testing, conversion and implementation of all software systems. This position has supervisory and/or total project responsibilities and requires independent judgment. Work is evaluated through observation, conferences, reports, reconciliations with other fiscal records, and from results obtained. Performs other work as required.

 

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Administers the payroll function including the preparation of payroll, record keeping, and all related payments to outside agencies.

Monitors the various payroll interfaces into the general ledger.

Trains and assists clerical personnel in performing their functions.

Writes and maintains complex spreadsheet programs on personal computer.

Performs daily maintenance of accounting records via mainframe and personal computer network accounting software systems.

Performs testing, conversion and implementation of payroll software systems.

Answers inquiries and complaints from employees and outside agencies. Explains State laws, City ordinances, policies and procedures.

Accurately prepares legal documents such as federal and State tax and retirement reports.

Prepares journal entries and reconciles subsidiary accounts.

Prepares form letters and division correspondence.

Assists the division supervisor with his/her responsibilities.

Researches and prepares specialized reports for senior management's use.

Prepares required financial analyses and assists with preparation of financial data for annual audit.

 

B. MARGINAL FUNCTIONS

Counts inventory at various locations at year-end.

Drives to bank, post office, and office supply stores for City related business.

 

REQUIREMENTS

A. TRAINING AND EXPERIENCE

Associate degree (A.A. or A.S.) in Accounting/Finance/ Business from an accredited college supplemented by advanced accounting courses and one year of full charge bookkeeping experience, or three years total payroll processing experience, utilizing sophisticated payroll software for a large organization, or an equivalent combination of education and experience.

B. KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of the principles and practices of bookkeeping and ability to apply this knowledge to work situations.

Knowledge of City ordinances and policies regarding billing, rates, fees, and collections.

Knowledge of business English and mathematics.

Knowledge of modern office practices and procedures.

Ability to prepare complete and accurate accounting reports and statements of considerable complexity based on standard accounting practices.

Ability to operate a personal computer terminal and printer.

Ability to operate office equipment as required.

Ability to compile records to assemble and organize data and to prepare reports from such records.

Ability to communicate clearly and concisely orally and in writing.

Ability to supervise subordinates effectively.

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear, speak, and comprehend conversation spoken in English.

Ability to sit for long periods of time not to exceed two (2) hours at one time.

Ability to see, read, and comprehend writing and computer printouts in English.

Ability to print or write cursively, letters, numbers and words legibly in English.

Ability to lift and carry materials not to exceed twenty (20) lbs.

Ability to operate office equipment which require the use of fingers, hands and wrists, or mechanical devices, such as a telephone, cash register, computer, typewriter, calculator, microfiche reader, postage meter and check protector.

Ability to stand for periods of time not to exceed 30 minutes at one time.

Ability to stoop, kneel and reach overhead for books or paper.

Ability to control one's behavior when encountering stressful situations, such as irate, abusive, or loud customers, and meet necessary deadlines.


THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.

Revision Date - 2/5/01