This position is responsible for the full coordination and processing of the City’s payroll and accounts payable functions, ensuring accurate and timely compensation to employees as well as timely payment to vendors. The role also performs various monthly, quarterly, and annual accounting tasks, supports financial reconciliation activities, and provides training to City staff on payroll, purchasing, and accounts payable procedures.
Major Duties:
Payroll Functions
- Oversee and process City-wide regular and in accordance with bargaining unit contracts, City policies, and statutory requirements.
- Review payroll entries for accuracy, including hours worked, overtime, pay changes, out-of-class assignments, new hires, terminations, and retroactive adjustments.
- Enter and maintain all payroll deductions including taxes, direct deposits, garnishments, deferred compensation, child support, and other deductions.
- Process payroll checks, direct deposits, backup checks, manual checks, and corrections.
- Calculate FLSA, premium pay, and workers’ compensation adjustments.
- Prepare and balance payroll worksheets, deduction worksheets, and transfer of funds for taxes, dues, and pension obligations.
- Maintain payroll files and documentation within BS&A; run monthly, quarterly, and annual payroll updates.
- Reconcile and prepare quarterly 941 reports and ensure accuracy of year-end W-2 and 1099 wage statements.
- Provide training and support to departmental payroll clerks.
- Troubleshoot payroll software issues and coordinate resolution with vendors.
Accounts Payable Functions
- Manage the City-wide Accounts Payable process, including invoice entry, distribution to departments, and vendor payment processing.
- Review and verify the accuracy of all accounts payable documents, ensuring proper attachment and storage in BS&A.
- Address discrepancies related to invoices, purchase orders, receipts, and vendor statements.
- Oversee vendor checks, EFT payments, positive pay reviews, and mailing of payments.
- Reconcile accounts payable accounts, prepare accounts payable listings for auditors, and assist with annual audit documentation.
- Administer the P-Card program, including reconciliation, EFT processing, compliance checks, and reporting.
- Train employees on BS&A purchasing and accounts payable modules and assist departments during budget preparation by providing expenditure history.
- Track reimbursements and miscellaneous paid benefits per bargaining unit provisions.
General Accounting & Administrative Duties
- Assist the City Controller and City Treasurer with accounting functions such as bank reconciliations, review of positive pay, water billing worksheets, and various ledger or reconciliation tasks.
- Monitor system performance and accuracy related to payroll and accounts payable modules; work with software providers when needed.
- Coordinate with departments regarding accounts payable or payroll discrepancies and support process improvement.
- Maintain confidentiality of all employee, retiree, and vendor financial information.
- Assist Fiscal Services Division heads with any tasks or special projects as needed.
- Perform year-end processing and other duties as assigned.
Job Requirements:
Education and Experience
- Associate degree in business, accounting, finance, or related field, or four (4) years’ work experience in a financial or payroll setting.
Licenses and Certifications
None
Knowledge of
- Automated payroll and accounts payable systems, preferably BS&A.
Skill in
- Microsoft Office Suite (Word, Excel, Outlook, etc.)
- Accuracy, organization, and detail orientation
Ability to
- Read, interpret, and apply bargaining unit contracts, purchasing procedures, tax regulations, and government financial policies.
- Ability to meet deadlines, manage competing priorities, and resolve issues independently.
- Effectively and professionally communicate, both verbally and in written format
- Train staff on payroll and accounts payable processes and procedures.
Working Conditions:
Work Environment
Work is primarily performed in an office environment with no exposure to environmental conditions. The noise level is typically moderate (e.g. business office with typing and/or computer printers, light traffic).
Physical Demands
- Occasional exertion of up to 10 pounds of force.
- Continuously required to stand, walk and sit. This position may involve alternating between sitting and standing as necessary to complete daily work tasks.
- Seldom required to climb ladders and stairs, balance, stoop, kneel, crouch, crawl, push, and pull.
- Continuously required to reach with hands and arms, perform gross and fine manipulation, including frequent keyboarding and use of office equipment.
- Standard vision requirements with ability to access, input, and retrieve information from the computer.
- Clear vocal communication for expressing ideas.
- Detailed hearing requirements; ability to hear detailed information through oral communication and/or make fine distinctions in sound.
