Payroll Clerk/ Human Resources Administrative Assistant

Summary of Job

This full-time position supports both the Finance and Human Resources Departments. Under the supervision of the Finance Manager, the role is responsible for preparing, processing, and reconciling payroll. Under the supervision of the Human Resources Manager, the position maintains personnel records, assists with hiring and training processes, and supports a variety of Human Resources projects. The ideal candidate is detail-oriented, organized, and able to manage responsibilities across both payroll and HR functions.

• Offers above $32.28 require approval from the Personnel Committee and Common Council.

Essential Duties and Responsibilities

ESSENTIAL FUNCTIONS - Payroll- to include the following:

• Responsible for the preparation and delivery of the bi-weekly payroll for all City Employees.
• Forward payroll deductions to vendors and/or Finance Department.
• Monitor and maintain employee’s holiday, vacation, compensatory time, banked vacation, and sick leave records.
• Maintain/update all employee’s elective changes; tax withholdings, deductions, address, direct deposit changes, insurance, marital, promotions.
• Create and maintain all timecards for all City employees.
• Maintain all payroll and personnel records and compliance with records retention.
• Producing W-2’s, Electronic Filing of W-2’s to State and Federal.
• Assist employees with questions relating to personnel/payroll.
• Assist in the preparation of all confidential files, records, preparation of correspondence and entering of all confidential matters.
• Complete payroll/ year end audits as it relates to payroll.
• Processes and verifies requests for unemployment compensation.
• Ensure compliance with current Labor Agreement contracts.
• Reconcile payroll and benefit reports.
• Assist with training payroll backup position.
• Perform all other related job duties as assigned.
• Report to work as scheduled.

• Perform general Administration Assistant duties.
• Report new hire and returning employees to State.
• Assist in monitoring & implementing pay increases/step increases. Make appropriate adjustments to employee’s status.
• Assist in entering/processing all New Hires into Payroll software. Process all termination/retirements of employees.
• File quarterly reports for the Department of Workforce Development.
• Complete employment verifications.
• Assist in recruiting and hiring processes.
• Assist in tracking, assigning, and monitoring employee training using NeoGov.
• Respond to general inquiries relating to Payroll/Finance, Human Resource, and City Attorney offices.
• Maintain strict confidentiality.
• Perform all other related job duties as assigned.
• Report to work as scheduled.

Qualifications

POSITION REQUIREMENTS/QUALIFICATIONS
Requires an associate degree in a related field, or equivalent, and four to five years of payroll experience; or a combination of experience and training which provides the following knowledge, skills, and abilities:

• Ability to function efficiently and accurately under pressure; ability to make decisions; ability to maintain records.
• Ability to understand and effectively carry out oral and written instruction.
• Ability to establish and maintain effective communications with employees, elected officials, and the public in a courteous and tactful manner.
• Ability to work with sensitive and confidential information on a regular basis.
• Ability to operate a variety of office machines.
• Working knowledge of general office practices and procedures.
• Working knowledge of labor agreement contracts and language.
• Working knowledge in payroll practices and procedures.
• Working knowledge of HR and payroll laws including FLSA and other professional standards, laws, and principles.
• Ability to conduct interviews.
• Ability to perform all required duties.
• Proficient in Microsoft Word and Excel and associated software.

• Valid State of Wisconsin driver’s license.

Job Knowledge, Skills and Abilities

PHYSICAL DEMANDS
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to sit, stand, walk and use both hands to handle, touch, grasp; reach with hands and arms, talk and hear.
• Specific vision abilities include close and distant vision, peripheral vision, depth perception, and ability to focus.
• Overtime may be required.