General Description

The Parks Payroll and HR Assistant* is responsible for advanced-level accounting clerical work in the Parks Division’s Finance and Administrative Section, monitoring budgets, and managing and coordinating payroll and personnel related tasks. This in turn enables Parks Division staff to provide a system of safe, accessible, well-planned, and maintained parks, facilities, public cemetery, golf courses, natural areas, and public shorelines.
This position will prepare and review financial and budgetary reports and process various accounting and financial records. This position leads and coordinates payroll and human resource tasks and projects and serves as the Parks Division’s first contact for payroll, personnel budget monitoring, and human resource questions. The position serves as back-up to the Purchasing Specialist who plans, administers, and coordinates the division’s requisition, purchasing, accounts payable, and accounts receivable functions. The position also involves budget and analysis work for managerial and supervisory staff. The work is characterized by significant judgement and discretion in completing assigned tasks and special projects with a high degree of independence. Work is performed under the general supervision of the Parks Financial and Administrative Manager.
Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.

Examples of Duties and Responsibilities

Manage and coordinate the division’s payroll functions

• Compile and submit Parks payroll, ensuring proper utilization of pay codes and project accounts for payroll entries.
• Train Parks staff on various timekeeping systems and proper use of pay rates, time off, premiums, etc. Provide technical assistance on all payroll functions.
• Work with Parks supervisors, other city agencies, and Central Payroll for accurate and timely payroll processing; serve as lead in responding to Division staff on all payroll questions.
• Audit payroll entries for conformance to relevant division policies and ordinances.
• Maintain the division’s timekeeping systems (Kronos, excel sheets).

• Assist with all Division’s hiring and termination procedures in Neogov and Munis.
• Serve as liaison to the City Human Resources Department and Central Payroll and recommend Division procedural and guideline changes as necessary.
• Participate in improving and maintaining equity standards in HR functions.
• Use significant judgment and discretion in interpreting and applying divisional human resource policies and procedures and providing technical assistance on HR functions.
• Prepare and file Worker’s Compensation and accident reporting paperwork.
• Manage Family and Medical Leave Act (FMLA) requests/paperwork.
• Manage miscellaneous payroll and HR form filing for the Division (direct deposit, benefit changes, disability declaration, etc.).

• Compile, analyze, and manage payroll, recruitment, and HR record databases.
• Maintain payroll and employee personnel files and records.
• Organize and file position descriptions and maintain Division organization charts.
• Organize and file payroll records for specific pay periods.
• Respond to inquiries from City staff and the general public.

• Monitor capital project budgets and initiate budget transfers, expenditure reclassifications, revenue allocations, and project close-out procedures in conformance with applicable rules, regulations, and standards.
• Monitor section operating budgets and initiate budget transfers, expenditure reclassifications, journal entries, and other procedures in conformance with applicable rules, regulations, and standards.
• Prepare and process purchase requisitions. Research specific nature of requests and provide recommendation for approval. Consult with Parks personnel regarding any special requirements. Ensure proper accounting, commodity codes, fixed asset flagging, and budget authority for requisitions. Work closely with Purchasing Services personnel to coordinate purchase.
• Work with Parks Operational Manager and Fleet staff to manage Parks and Golf assets and provide monthly breakdown.
• Provide monthly account breakdown for fuel and repair charges to City Finance and Parks supervisors.
• Review and monitor the charging of wages and benefits to capital projects.
• Review and monitor salary and benefit savings goals for operating budget.
• Assist in preparation of financial reports and studies for the Parks Division, including preparing various accounting, payroll, and staffing reports for section supervisors.
• Deposit check payments and process credit memos for customer use agreements, reimbursement of expenses, donations, and contributions.
• Receipt and properly code payments for invoices/charges not created in financial accounting system (MUNIS).
• Reconcile P-Card charges and assist others in reconciling their monthly statements.
• Review financial documents and reports for accuracy, identify issues, and take appropriate actions to resolve.

Minimum Qualifications

• Four (4) years of varied administrative and/or office management experience (e.g., budgeting, personnel, purchasing); AND
• Completion of college level coursework in public administration, business administration, or a related field.

• Bachelor's degree (or higher) from an accredited college or university; AND
• One (1) year of varied administrative and/or office management experience (e.g., budgeting, personnel, purchasing).

• Bachelor's degree (or higher) in Accounting, Finance, Public Administration, Business Administration, or a closely related field that included the completion of eight (8) credits of accounting coursework.

If an applicant does not possess the specific requirements outlined above, HR will review the application materials to determine if the applicant possesses the following equivalent experience:
Four (4) years of experience with the following:

• Business administration principles and procedures
• General accounting procedures
• Office procedures, methods, and equipment
• Computer operations related to the duties of the position

• Budgetary methods, forms, and controls

Special Requirements

• Ability to meet the transportation requirements of this position.

• Work is performed at a sit/stand desk in an office environment using office equipment such as telephone, computer, copier, calculator, etc.

• Payroll title for this position is Administrative Assistant - Local 60