Performs work of moderate difficulty processing weekly payroll, sick & annual leave, journal entries and other financial transactions; processes payroll accounts, prepares quarterly and annual payroll tax filings and W-2’s; provides customer service and responds to requests for information from internal and external customers; enters and retrieves information using a computer.

Enters data from weekly payroll timesheets; reviews weekly employee payroll changes (pay increases, workers compensation hours etc.) and notifies timekeepers of any necessary corrections; 

Reviews payroll hours for all departments; calculates and enters short-term disability and workers compensation into weekly pay batch. 

Reviews the final payroll batch for the Assistant Finance Director’s review; balances deductions; prints checks; prepares and submits weekly federal tax payment; maintains and updates payroll database as needed; balances and adjusts sick and annual leave for all departments, runs monthly accrual updates and history reports which are sent to departments for verification; assists Human Resource Department with payroll and benefit information.

Answers inquiries from City personnel regarding payroll checks and deductions; maintains binder files for timesheets and payroll registers.

Assists in the update of the Pay Master, Deduction & Benefit Master, Employee Job/Salary, Employee Deduction/Benefit records and Federal and State Income Tax Tables in the City’s ERP System. 

Prepares quarterly 941 reports and monthly/quarterly State Income Tax filings.

Reconciles and prepares W-2’s for distribution to employees and assists in electronic filing with Social Security Administration.

Assists employees in accurate completion of W-4’s and other Payroll related forms.

Provides customer service and responds to request for information from internal and external customers.

Transmits direct deposit and payroll check/positive pay files to the City’s bank vendor.

Enters journal entries into the City’s financial software, and files general ledger posted journals with associated backup documentation for all computer software modules.

Enters and receives financial information from the City’s computer software system in order to update records, process transactions, and respond to requests for information.

Performs other related duties as assigned.

Education and Experience:

High school diploma or GED and two years of clerical experience which involves interacting with the public to disseminate information and problem solving, or any combination of education, training and experience which provides the knowledge, skills and abilities required for the job.

Licenses and Certifications:

None.

MATERIAL AND EQUIPMENT USED:

General Office Equipment Personal Computer Fax Machine

Copy Machine Postage Machine

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of:

Federal Payroll Tax Tables

Basic mathematical computations, including addition, subtraction, multiplication, and division.

Computers.

Principles and practices of office procedures, rules, and regulations.

Skill in:

Dealing courteously and diplomatically with difficult people.

Performing basic mathematical computations, such as adding, subtracting, multiplying, and dividing.

Operating various office equipment.

Entering and retrieving information using a computer.

Mental and Physical Abilities to:

Communicate effectively orally and in writing with a variety of types of individuals.

Read, understand, and use judgment in the application of procedures and regulations to area of assignment.

Understand and carry out written and oral instructions.

Prepare clear and concise reports.

Establish and maintain effective office relationships.

Work in an open office environment with several activities and conversations taking place at the same time.

Organize work, set priorities, and meet critical deadlines.

Perform duties while sitting at a desk or table or while intermittently sitting, standing, or stooping.

Occasionally lift light or heavy objects.

Climb ladders.

Working Conditions:

The work is performed in an office or stockroom.

This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reason able accommodation for the specific disability will be made for the incumbent/applicant when possible.