Salary: $60,000.00 - $67,000.00 Annually Location : City Hall; 1707 St Johns Ave.; Highland Park, IL Job Type: Full-time Job Number: 2024-29 Department: Finance Department Division: Finance & Customer Service Opening Date: 09/17/2024 Closing Date: Continuous Description of Primary PurposePrimary Purpose: The Payroll Specialist performs detail-orientated clerical, bookkeeping, accounting, and administrative work in administering the entire payroll function to generate the City's bi-weekly payroll. This position is responsible for providing financial, administrative and clerical services in order to ensure effective, efficient and accurate financial operations. Software used to perform these functions includes Tyler Munis ERP and Executime Time & Attendance. Expected schedule of 40 hours per week. IMRF pension eligible position. Expected hiring range $60,000 - $67,000 dependent on qualifications. Full salary range (Grade 9): $52,051 - $78,076 annually. Essential Duties and Responsibilities Implements the policies and procedures necessary to prepare a biweekly payroll in an accurate and timely manner and maintains related records. Processes all time sheets and prepares payroll checks. Tasks include but are not limited to: Prepares bi-weekly payroll; answers payroll-related questions from employees; reviews compensation and payroll information and corrects errors to ensure accuracy; calculating and recording payroll deductions, entering and remitting garnishments, calculating and processing retroactive payments, longevity payments, terminations, jury pay, and military differential pay. Calculates and records changes in compensation and payroll; such as salary increases, hours worked, leave taken, taxes and other withholdings or legally mandated wage assignments, insurance and retirement program contributions, union dues and separation payouts. Creates and maintains employee payroll system data. Maintains master payroll file. Prepares payroll checks and stubs and generates direct deposit file for transmission to the bank in a timely fashion. Maintains employee accrual balances. Prepares and processes quarterly tax returns for federal, state and unemployment taxes; compiles and generates W-2's at year-end tax reports on earnings in accordance with prescribed federal and state government procedures. Makes timely deposits of funds to other agencies such as, IRS, State of Illinois, IMRF, etc. Prepares wire transfer requests as needed. Performs regular payroll reconciliation processes including IMRF, and payroll liability accounts. Initiates and troubleshoots applicable software to reflect legislative changes and compatibility concerns. Researches and recommends solutions to system problems. Implements provisions of union contracts within the payroll system. Creates and process reports relating primarily to payroll. Creates and responds to surveys as requested. Perform ad hoc reporting at the request of departments. Processes payroll related vendor payments including child support, wage garnishments, union dues, etc. Assists employees with payroll questions and problems. Retains payroll certification, supported by required continuing education. Networks regularly with other certified payroll professionals and stays abreast of payroll industry and tax developments. Continuously evaluates the City's payroll function for effectiveness, efficiency, and payroll industry and tax developments, making and implementing recommendations, in coordination with the Deputy Finance Director Processes daily cash receipts and verifies that transactions comply with financial policies and procedures. Handles customer payments and other finance transactions including those that are related to, but not limited to, utility billing, parking citations, permits, vehicle licenses, animal registrations and real estate transfer taxes. Provides public information services and customer service to customers within City Hall and on the telephone. Answers telephones for the main switchboard for the City. Prepares memorandums and documents as assigned and if necessary, provides notarization of documents. Assists with the preparation of the Annual Audit and Budget Documents. Performs other related duties as requested. Education and ExperienceRequired Minimum Qualifications: The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education: Minimum of Associate's degree or two years of technical or business school, including courses in accounting preferred. Experience: Four to six years of previous payroll experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. Certification: Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) strongly preferred. Required Knowledge, Skills, and Proficiencies: •Good knowledge of principles and practices of payroll processing. •Good knowledge of recordkeeping, report preparation, filing methods and records management techniques. •Good knowledge of office procedures and practices. •Good knowledge of basic mathematics. •Knowledge of applicable state, federal and local laws rules and regulations. •Skill in operating computer software sufficient to enter, retrieve and manipulate data. •Skill in communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction. •Skill in logical thinking to solve problems or accomplish tasks, to understand, interpret and communicate complicated policies, procedures and protocols. •Ability to organize and prioritize work, meet critical deadlines, work under pressure and/or frequent interruptions with minimum direction. •Ability to maintain complete and accurate records through the operation of information technology systems. •Ability to respond to and interact with residents, employees and others within and outside the organization in a courteous and professional manner. •Knowledge of Eden and/or Munis Financial Software a plus. •A high level of customer service, interpersonal and team building skills. •Effective verbal, written and listening communication skills is also required. •Attention to detail, accuracy and time management skills are necessary. •Discretion when handling confidential information. Supplemental InformationTools and Equipment Used: Office equipment including a computer with Windows and Microsoft Office Suite, financial accounting software, copier, printer, scanner, fax machine, calculator and phone. Physical Demands: While performing the duties of this job, the employee is frequently required to stand, sit, talk and hear for extended periods of time. The employee is required to walk; use hands to finger motions, handle or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move objects up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Full-time employees are entitled to a host of wide-ranging benefits including:
- Health and Dental Insurance
- Flexible Spending Accounts
- Pension Programs
- 457(b) Deferred Compensation Program
- Employee Wellness Program
- Tuition Reimbursement
- Longevity Pay
- Paid Vacation Time (80.00 hr year one accrual rate)
- Paid Personal Time (40.00 hr annual, prorated in year one)
- Paid Sick Time (96.00 hr year one accrual rate)
01 Do you currently possess any of the following professional certifications? (Check all that apply)
- Fundamental Payroll Certification (FPC)
- Certified Payroll Proessional (CPP)
- Certified Payroll Administrator (CPA)
- Certified Payroll Manager (CPM)
- Other
- None
Required Question