Payroll Specialist

9 hours ago


Highland Park, Illinois, United States City of Highland Park Full time
Job Summary

We are seeking a highly skilled Payroll Specialist to join our team at the City of Highland Park. The successful candidate will be responsible for administering the entire payroll function, ensuring accurate and timely processing of payroll checks and related records.

Key Responsibilities
  • Implement policies and procedures for preparing bi-weekly payroll in an accurate and timely manner.
  • Process all time sheets and prepare payroll checks.
  • Calculate and record payroll deductions, enter and remit garnishments, calculate and process retroactive payments, longevity payments, terminations, jury pay, and military differential pay.
  • Calculate and record changes in compensation and payroll, such as salary increases, hours worked, leave taken, taxes, and other withholdings or legally mandated wage assignments.
  • Maintain employee payroll system data and master payroll file.
  • Prepare payroll checks and stubs and generate direct deposit file for transmission to the bank in a timely fashion.
  • Maintain employee accrual balances.
  • Prepare and process quarterly tax returns for federal, state, and unemployment taxes; compile and generate 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.
  • Perform 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 processes 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.
Requirements
  • Minimum of Associate's degree or two years of technical or business school, including courses in accounting preferred.
  • 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.
  • Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) strongly preferred.
  • 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.

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