What are the responsibilities and job description for the Payroll Analyst position at City of Yakima, WA?
Initial candidate eligibility is based on the job application and any accompanying documentation. It is the responsibility of the applicant to provide sufficient information and details within the body of the application (education and work experience sections) to permit the City of Yakima to properly evaluate the candidate's qualification, abilities and experience as it relates to the requirements of the position. For calculation of experience, one year of experience equals 12 months with a minimum of 173.33 hours per month. Additional required documents must be attached. Resumes are not accepted in lieu of application fields.
Overview and Minimum Class Requirements
The Human Resources Department has an exciting opportunity for a Payroll Analyst to join our team!
The Payroll Analyst provides direct assistance to the Payroll Administrator supporting the operations of the City's complex payroll system processing accurate and timely payroll, while ensuring compliance with federal and state laws, and City policies. This position requires someone with strong analytical skills, attention to detail, and a commitment to confidentiality and data integrity. If you excel in a collaborative, deadline-driven environment, we encourage you to apply!
The Payroll Analyst provides direct assistance to the Payroll Administrator supporting the operations of the City's complex payroll system processing accurate and timely payroll, while ensuring compliance with federal and state laws, and City policies. This position requires someone with strong analytical skills, attention to detail, and a commitment to confidentiality and data integrity. If you excel in a collaborative, deadline-driven environment, we encourage you to apply!
MINIMUM REQUIREMENTS
Bachelor’s degree in Accounting, Finance, Public/Business Administration or related field plus one (1) year experience with complex payroll and/or accounting responsibilities.
OR
Certified Payroll Professional (CPP) certification, Associate’s Degree or Vocational Certification in Accounting, Finance, Public/Business Administration or related field, plus three (3) years’ complex payroll and/or accounting experience.
OR
High school diploma or GED plus five (5) years’ complex payroll and/or accounting experience.
Prior experience with a computerized payroll system including multi-union labor agreements and working knowledge of collective bargaining, and/or public sector financial experience is preferred.
Job Summary
Under limited supervision and direction of the Payroll Administrator, uses independent judgement to process payroll, and support the operation of the payroll system for the City. Performs complex, and highly responsible work involving the implementation and facilitation of labor contracts and all applicable federal and state payroll laws, rules, and regulations. Coordinates with various members of the Human Resources (HR) Department on wage, salary and benefits administration. Makes responsible decisions, resolves problems, researches and interprets laws, guidelines, regulations, policies and procedures. Works efficiently and professionally with regulatory agencies, unions, City employees, and other individuals to address concerns; resolve issues; provide information; and prepare/present documentation to report and support payroll activities. Requires confidentiality, discernment, and sound judgement, with initiative and self-management, to accurately and efficiently meet all financial/payroll requirements, and/or deadlines.
Essential Functions
Assists with and performs all payroll functions including, but not limited to: data review and entry; documentation and approval follow-up; organizing, maintaining and processing payroll for the City. Helps ensure all contracts, pay ordinances, administrative guidelines, federal and state laws are implemented, and correctly adhered to, as they pertain to employee compensation and reporting.
Researches applicable regulations, rules, codes, policies, and procedures regarding questions, issues, and circumstances, as they arise in contractual arrangements, proposed compensation or benefit changes, and other issues related to employee compensation. Audits and verifies information on personnel action (PA) forms; processes PA’s to help ensure the accuracy of information; adjusts payroll master to reflect new hires, terminations, changes, transfers, and other related changes. Responsible for accurately withholding garnishments, addressing excessive leave balances, and applying other necessary adjustments or withholdings/deductions.
May prepare warrants for payroll contributions such as credit union, retirement, garnishments, union dues and others; monitors and instructs departmental timekeepers on payroll policies and procedures; reviews time sheets for accuracy; responds timely to written and verbal inquiries from employees and outside agencies a variety of payroll issues, including, but not limited to: earnings, withholdings, timekeeping, leave interpretations, pension provisions; payroll processing procedures and other matters as required. Creates and/or distributes a variety of payroll reports to departments and City management as necessary for efficiency and review purposes.
Interacts and communicates in a positive, professional manner with employees, agencies, elected officials, and other external individuals by phone, in-person and in writing. Handles sensitive and confidential situations and employment information with tact and discretion, including, but not limited to: retirement, terminations, garnishments, wage assignments and payroll deductions. Maintains the highest level of confidentiality regarding use and disclosure of employment, management, and/or other privileged information both within and outside the workplace. Guards all communication closely and treats information learned in the course of daily work as highly confidential, avoiding any manner of inappropriate and/or unintentional disclosure.
Reconciles salary, wage and benefit components ensuring completeness and accuracy for all internal and external reporting. May prepare and submit a variety of quarterly and year-end reports to various regulatory agencies such as Internal Revenue Service (IRS), Employment Security Department (ESD), etc., in a timely, accurate manner to avoid financial and legal penalties. Advises staff regarding earnings registers for tax deposits, quarterly reports, yearly reports and W-2's.
Assists with review and evaluation of payroll policies and procedures; recommends and/or implements improvements. May coordinates payroll activities with other City divisions, and train employees, benefit administrators, union representatives and/or state/federal officials on payroll policies and procedures to ensure efficient, accurate timekeeping.
Works closely and in regular cooperation with various HR staff regarding contract interpretations and implementation, salary changes, new hires, transfers and terminations; preparation of various personnel and financial reports, etc. Assists with the creation and maintenance of reports and payment of premiums for medical, dental and life insurances. May interact with Information Technology (IT) Services Division regarding changes affecting payroll. Work to ensures accuracy and confidentiality of payroll records/reports.
May conduct, or participate in, payroll audits and routine checks to ensure accuracy and validity of payroll records. Creates and maintains accurate documentation to support and/or explain any adjustments. Represents City interest with outside auditors and provides required education or information as necessary. Works with Payroll Administrator to ensure compliance with local/state/federal regulation standards, City policies, etc.
Maintains knowledge of and implements legal, regulatory or contracted changes affecting the payroll system. Troubleshoots and solves problems by identifying possible errors or negative consequences of system modifications.
May be required to pick-up or deliver documents to/from off-site locations. Acts in a safe, efficient and responsible manner, legally adhering to traffic laws, rules and regulations when driving/operating vehicles to perform required off-site duties. Attends and participates in various planning and evaluation meetings on and offsite, concerning the payroll system and other compensation related matters.
May provide staff support for the negotiation of collective bargaining agreements by researching, testing, analyzing and/or preparing data and other necessary materials for contract negotiations as needed. May prepares a variety of spreadsheets to enable analysis of proposals and for use in collective bargaining.
Positively mentors and provides guidance, training or assistance to new employees as needed. Contributes to and fosters an attitude among staff that encourages cooperation and coordination of efforts, productive time management, and efficient use of resources. Provides continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide exceptional customer service to internal and external customers.
Completes mandatory and otherwise assigned trainings as required.
Provides ongoing support to Payroll Administrator and actively pursues expanding knowledge and understanding of the payroll system. In the absence of the Payroll Administrator, processes payroll in compliance with current laws, rules, regulations, City policies, and collective bargaining agreements.
Requires regular reliable and punctual attendance.
Performs other related duties as assigned.
Major Worker Characteristics
Knowledge of: applicable technical, financial, legal and other payroll principles/regulations, theories and concepts; departmental policies, practices and procedures, related to processing and recording financial transactions, accounting and payroll information; accounting codes, classifications and terminology; and federal and state reporting requirements pertaining to payroll and pensions.
Knowledge of: professional accounting industry standards; fundamental enterprise software support practices; State of Washington BARS accounting system; records retentions policies and procedures; and, City, state and federal laws, statutes, guidelines and policies related to municipal accounting and payroll practices and procedures. Knowledge of: collective bargaining processes and the use of payroll and other information in the bargaining process; collective bargaining agreements. Knowledge of and proficiency in efficient and effective office practices and procedures; moderately complex business arithmetic; standard clerical, accounting and bookkeeping principles and practices.
Knowledge of techniques and strategies for communication and dissemination of moderately complex and/or technical written and verbal information to a wide range of individuals, including but not limited to City staff, other governmental agencies, and members of the public.
Knowledge of interdepartmental structure and functions. Knowledge and understanding of effective leadership principles, practices; practices and principles of work flow analysis; record keeping systems, processes, and practices; and, principles and practices for project management. Must demonstrate knowledge and sound judgement with regard to public disclosure, and confidentiality standards.
Working knowledge of: computer spreadsheets; industry and City databases, programs and applications such as: Cayenta, Workiva, TaxTools, Microsoft Office Suite Outlook, Word, and Excel; report writing tools and office equipment; and computerized municipal financial management practices.
Ability to: maintain established financial and payroll records; prepare reports and statements; understand relationships between payroll records and reports; and, apply guidelines to a variety of situations.
Must be able to communicate clearly and effectively with employees and members of the public, representing diverse educational levels and backgrounds, and with officials at all levels of government utilizing well-developed communication skills, both written and oral, with appropriate use of business English including, but not limited to: correct grammar, vocabulary, letter composition, editing, spelling, and punctuation. Must routinely and regularly maintain confidentiality and discretion through all forms of communication. Excellent analytical and organizational skills, along with strong negotiation, communication and presentation skills.
Ability to operate standard office equipment including but not limited to: computer, fax/copy machine, telephone etc. Must be able to enter information into a computer system within speed and accuracy. Ability to: analyze complex and technical financial documents and translate into recommendations or reports.
Ability to: maintain financial records; understand and apply moderately complex guidelines to varied operational situations; use initiative and independent judgement to efficiently analyze complex information, situations, and resources, to make logical conclusions; make recommendations based on data, policies and procedures; conduct audits; perform research and extract data from databases using appropriate querying tools and applications
Ability to: read interpret, apply and explain practical procedures and/or regulations; and perform moderately complex mathematical calculations; effectively utilize the City’s financial/payroll applications and/or databases, including assisting with and testing system changes; suggest and/or adopt an effective course of action; prepare and maintain a variety of records.
Ability to conduct audits; perform research, extract and test data from databases using appropriate querying tools and applications; analyze, document, and understand complex business problems and/or processes.
Ability to research, read, interpret, apply and explain laws, codes, rules, regulations, policies and procedures in a clear and concise manner; work independently with self-direction under general instruction and broad work expectations; maintain sustained attention to detail; work under timeline pressures; prioritize workload; manage multiple diverse projects with competing deadlines and stressful conditions; be accurate and thorough; train new and/or subordinate staff; effectively work in a team based approach to problem-solving and solution implementation. Excellent analytical and organizational skills are essential.
Ability to consistently and continually provide excellent customer service to internal and external customers, and to establish, facilitate and maintain effective and courteous working relationships with senior management, division managers, other City employees, employees of state and federal agencies, and the public representing widely diverse opinions, beliefs, ethnic, economic and social backgrounds; communicate effectively, verbally and in writing; and recognize and treat information and data in a sensitive and confidential manner and within City and state guidelines on disclosure. Ability to positively receive feedback and take direction is essential.
Ability to work cooperatively as a member of a team and adhere to the department’s values including, but not limited to accountability, customer focused, teamwork, professionalism and effective, positive communication; and work in a punctual, regular and reliable manner.
When driving as part of job functions, must be able to drive legally with precision, speed and safety. Ability to consistently work safely and in compliance with the federal, state and local regulations, laws, policies and standards; to recognize traffic hazards and other potential safety concerns; and to make sound decisions and actions while performing duties and/or operating vehicles.
Ability to work extended hours as needed to carry out responsibilities of the position.
PHYSICAL DEMANDS
Work is performed primarily in an office environment while sitting at a desk or computer terminal for extended periods of time or while standing for a period of time. Occasionally needs to drive/travel to off-site meetings and/or move inside the office to access file cabinets, office machinery, etc. Continual use of both hands in reaching/handling/grasping/ keyboarding and other fine motor skills manipulation while performing duties, driving and operating computers. Occasional work includes lifting and carrying up to 25 pounds. Occasionally ascends/descends stairs while maintaining balance. Constant use of all senses including feeling/talking/hearing/seeing while performing duties and communicating with co-workers, general public and completing all tasks as assigned. Must be able to distinguish color and maintain long-term and short-term memory to retain complex information. May work in remote locations or in noisy work area. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
UNUSUAL WORKING CONDITIONS
May come in contact with angry, upset, or emotionally disturbed customers. May have extension of work day before and after normal working hours to meet deadlines or to address issues, potentially including evenings, weekends and/or holidays.
The City of Yakima is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
The City of Yakima is a premier employer in the Yakima Valley with extensive opportunities for training and growth. The City offers a competitive benefit package including:
- Comprehensive medical, dental and vision coverage
- FREE healthcare clinic!
- WA State PERS pension plan
- 3% contribution to a 457 deferred compensation plan
- Employee contribution to Teamsters Pension Plan
- Leave accruals:
- Vacation – Starting at 8 hours/month
- Sick – 8 hours/month
- Personal holiday – 3 days
- Observed holiday – 11 holidays
- Up to 5% bilingual/biliterate English/Spanish special pay
- Longevity pay
- $100,000 Life Insurance
- Much more!
The pay range listed for this position is establish through the City of Yakima’s Master Pay Ordinance in accordance with the Municipal Code and/or the applicable collective bargaining agreement. New employees generally start at step A with progression through the steps based on merit and successful performance evaluation.
This position is covered by Teamsters 760 Public Works Supervisors & Administrative bargaining group.
This position is covered by Teamsters 760 Public Works Supervisors & Administrative bargaining group.
Salary : $100,000