- Coordinate and work closely with other Payroll Accounting Technician; share and rotates work, monitor work for accuracy and compliance, and solve routine problems, co-responsible for the quality and quantity of payroll efforts, and provide training;
- Co- responsible for all aspects of the bi-weekly payroll for 350+ employees;
- Maintain and administer computerized payroll files and software, including the initial setup of various codes;
- Compile and prepare financial, statistical, and operational reports as required;
- Compile annual payroll expense budget estimates for the City’s fiscal year budget;
- Monitor and ensure compliance with payroll regulations and procedures & policies and remain informed of current payroll issues;
- Research, recommend, and implement payroll-related activities to achieve departmental objectives;
- Assist in the reconciliation of various payroll reports to the general ledger;
- Prepare, reconcile, and distribute W-2 forms, and processes tax records and reports, including 941 deposits, state unemployment, retirement, workers’ compensation, etc.;
- Review payroll timesheets for accuracy;
- Inform the appropriate party when records do not comply with City of Alamogordo policies and FLSA regulations;
- Prepare final payroll, prints paychecks, and prepares and submit electronic direct deposit file;
- Track, reconcile and remit payment for complex insurance billings, payroll taxes, and benefits;
- Calculate and maintain court-ordered garnishments or other employee withholdings, and remit payments as required;
- Input liability payment information for posting to accounting records;
- Calculate retroactive pay and process payment as needed;
- Calculate termination pay based upon various organizational policies and guidelines and process payment as needed;
- Perform account analysis and account reconciliation;
- Maintain payroll filing system and records;
- Respond to employee questions regarding payroll-related issues, and assist in completing appropriate forms;
- Monitor, review, and update spreadsheets to track employee non-cash fringe benefit payroll records;
- Perform employee system maintenance for tax allocation as required;
- Review and maintain spreadsheets to track unemployment compensation claims paid;
- Collect proper authorization for charges and initiate payment or process refund requests as required;
- Provide and compile fiscal information for outside auditors;
- Perform monthly audit of departmental timekeeping systems to ensure compliance with City of Alamogordo payroll guidelines;
- Provide timekeeping system training and time entry assistance to City departments;
- Assign and maintain user accessibility of the timekeeping system as required;
- Sort payroll checks and supporting documentation for distribution;
- Verify proper payroll information is reported to the grantor for reimbursement of funds;
- Update control spreadsheets with the latest payroll information;
- Distribution of mail as needed;
- Contribute to a high-quality work culture through participation in training and mentoring to develop skills, including safety-related training and skills.
- Interacts professionally and provides excellent customer service to all levels of City staff and citizens, to ensure high operational and service standards; and
- Perform duties according to City of Alamogordo Ordinances, Citywide; and
- Departmental Policies and Procedures, and any applicable laws regulated by an outside authority.
OTHER IMPORTANT DUTIES
- Maintain the confidentiality of information obtained during the performance of duties.
- Performs such other duties as may be assigned.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
- Payroll procedures and reporting requirements;
- Tax filing and payment requirements;
- Generally accepted accounting principles;
- Insurance and other benefit programs;
- Departmental policies and procedures; and
- Basic personnel policies and procedures and collective bargaining agreements.
- Read and interpret laws and regulations governing payroll operations;
- Handle confidential employee and administrative information with tact and discretion;
- Apply generally accepted accounting principles;
- Calculate figures and amounts such as salaries, discounts, interest, commissions, proportions, and percentages; analyze data, all with a high standard for accuracy and efficiency;
- Prepare reports neatly and accurately; work independently and meet stringent deadlines;
- Operate standard office equipment, including computers using standard payroll, word processing (Word), spreadsheet (Excel), and data inquiry software;
- Demonstrate Proficiency in the use of office equipment including personal computers, 10 key calculators, telephone, copy machines, fax machines, and postage machines;
- Maintain high standards for accuracy and efficiency;
- Demonstrate proficiency in both oral and written communication; understand and follow instructions;
- Perform tasks and other daily activities in a positive and professional manner alongside employees, vendors, and the general public of varied backgrounds and personalities;
- Attend work, as scheduled and on a regular basis, to effectively perform the position’s essential duties and responsibilities; and
- Exercise common sense and good judgment in the performance of essential duties.
- Work is typically performed in an office setting;
- Daily tasks require both sedentary and physical labor that includes, but is not limited to, standing, walking, bending, squatting, turning, lifting, driving, and long periods of sitting;
- May be exposed to adverse weather conditions while conducting tasks outside the office environment in tasks such as the bank run;
- May be subject to repetitive motion while using a personal computer, file sorting, and telephone use;
- Lift and/or move items weighing up to fifty (50) pounds; the lifting of any object greater than fifty (50) pounds by a single individual is prohibited. Lifting objects, materials, or equipment weighing more than fifty (50) pounds require the buddy system or the use of devices designed to assist with lifting or moving. Proper lifting techniques shall be used when lifting items of any weight.