Payroll Specialist

Position Title: Payroll Specialist FLSA Status: Non-Exempt

Reports to: Assistant Director of Finance

General Description

The purpose of this class within the organization is the processing and timely delivery of assigned payrolls. The Payroll Specialist uses the City's in-house payroll system to accurately pay employees in compliance with federal and state laws and regulations, such as the Internal Revenue Service (IRS) and Fair Labor Standards Act (FLSA) rules and regulations. Additionally, the specialist will ensure the accounting and disposition of withholdings such as taxes, deductions for benefits, charitable contributions, retirement contributions, other savings, etc.

The Payroll Specialist exercises independent judgment and discretion in planning and carrying out the details of work procedures and methods.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

Essential Functions:

Ensures the proper payment of wages and salaries by using the in-house payroll system to process salaries correctly and reported hours worked, correctly utilize paid leave and holiday pay, correctly accrue compensatory time, and accurately compute overtime while meeting deadlines.

Generates payroll records that show each payee, hours worked for nonexempt employees, wages paid, associated withholdings for retirement, benefits, and other contributions, and taxes withheld.

Reviews, analyzes, and verifies payroll reports and documents for accuracy; makes necessary adjustments or corrections through journal entries or other established procedures.

Maintains payroll records and accounts and prepares journal entries related to payroll in a timely manner.

Process payment of all voluntary payroll deductions by ensuring the authorized deductions are made from employee paychecks and disbursed to the appropriate agencies and/or companies designated by the employee.

Reviews and/or enters payroll transactions and related data; completes appropriate forms to adjust wage/salary account funds or to correct/balance on occasion due to particular circumstances.

Helps to assure the correct tax processing of employee fringe benefits and application of appropriate withholding and reporting procedures.

Coordinates with Human Resources for the proper benefit deductions set-up, verifies and processes unused vacation and sick leave payouts, and terminates all payroll deductions for retiring and terminated employees.

Calculates adjustments for back pay, calculates pro-rated pay, and processes all labor redistributions for assigned payrolls.

Trains new employees on completion of a timesheet, assists employees having trouble accessing their timesheets, and contacts employees who haven't submitted their timesheets for processing.

Guides Directors on revising and approving timesheets and leave requests.

Analyzes and responds to complex matters requiring comprehensive knowledge of payroll policies and procedures; authorizes exceptions to the policy within defined limits.

Advises, interprets, and provides a direction of Federal, state, and local laws and regulations involving payroll.

Prepares and files various local, state, and federal forms including, but not limited to: tax forms, monthly, quarterly, and year-end filings.

Recommends or participates in developing new procedures and policies related to payroll operations; assists in coordinating approved changes within the payroll processing system.

Compiles financial, tax, and payroll reports for internal and external purposes; submits to supervisor for review.

Coordinates and interacts with federal and state agencies on specialized issues pertaining to employee compensation and deductions.

Reviews Personnel Action Forms to verify correct data entry.

Additional Duties:

Attends seminars, training, and courses to maintain competency and current with payroll-related processes.

Conduct quarterly payroll audits in coordination with Human Resources and address and correct findings.

Responds verbally or in writing to inquiries, complaints, or problems and makes necessary adjustments of a non-routine nature.

May serve as a backup for other positions within the finance department as needed.

Maintains high accuracy and appropriate levels of confidentiality with employee-related information.

Performs related work as assigned.

Responsibilities, Requirements, and Impacts Data Responsibility:

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Computes or performs arithmetic operations using data or information.

People Responsibility:

People include co-workers, workers in other areas or agencies, and the general public.

Serves others, attends to their requests, and exchanges information with them.

Asset Responsibility:

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

Requires some responsibility for achieving minor economies and/or preventing minor losses through handling or accounting for materials, supplies, or small amounts of money.

Mathematical Requirements:

Mathematics requires the use of symbols, numbers, and formulas to solve mathematical problems.

Basic understanding of math, including the ability to calculate percentages of contributions for the pension system based on hours worked.

Communications Requirements:

Communications involves the ability to read, write, and speak.

Reads routine sentences, instructions, regulations, procedures, or work orders; writes sentences and completes regular job forms and incident reports; speaks standard sentences using proper grammar.

Judgment Requirements:

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Must be able to make independent judgments and assessments related to understanding the impact on the City's budget and employees' morale.

Complexity of Work:

Complexity addresses the analysis, initiative, ingenuity, concentration, and creativity required by the job and the presence of any unusual pressures present in the job.

Knowledge of the Personnel Regulations and federal, state, and local tax requirements. Understanding of the Maryland State Retirement contribution calculation and upload of information. Knowledge and ability to upload contributions to MissionSquare.

Impact of Errors:

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is severe; it affects city employees. They can expose the City to legal actions and other losses to the City's reputation.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves walking or standing sometimes and exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Equipment Usage:

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Handles or uses work aids such as office equipment, computers, calculators, printers, and fax/ copier machines.

Unavoidable Hazards:

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

None; the work is performed in an office environment.

Safety of Others:

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public. (Does not include safety of subordinates).

Responsibility for the safety and health of others

Minimum Education and Experience Requirements:

High School graduation or GED equivalent

Five years of experience in payroll processing and administrative experience. Bachelor's degree (preferred) in accounting, business, or closely related.

Knowledge of Maryland State Retirement System (preferred).

Two years of customer service involving cashiering or closely related experience.

Special Certifications and Licenses:


Americans with Disabilities Act Compliance

The City of College Park, MD, is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified persons with disabilities.

Prospective and current employees are encouraged to discuss ADA accommodations with mana

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