Payroll Administrator

4 weeks ago


Port Townsend, Washington, United States City of Port Townsend Full time
Job Summary

We are seeking a highly skilled Payroll Administrator to join our team at the City of Port Townsend. The successful candidate will be responsible for maintaining and preparing City-wide payroll, technical reports, and employee benefits records.

The ideal candidate will have excellent analytical and problem-solving skills, with the ability to work accurately and efficiently in a fast-paced environment. Strong communication and interpersonal skills are essential for this role, as the Payroll Administrator will be working closely with various departments and employees.

Key Responsibilities:

  • Prepares semi-monthly payroll for review, approval, and submittal to the Accounting Manager.
  • Generates technical payroll reports and prepares and submits tax deposits and special state and federal statements.
  • Performs ACA tracking and reporting, including preparation of 1094 & 1095-Cs.
  • Updates employee information for taxes, benefits, wage assignments, garnishment, retirement, and other wage deductions.
  • Works with new hires to complete I-9s and W-4s and uses E-Verify to confirm new employee eligibility.
  • Responds to requests for verification of employment and verification of income.
  • Interprets and explains federal and state rules and regulations and assists with the interpretation and application of City policies, procedures, and programs.
  • Maintains payroll records and systems, creates, updates, and audits positions and databases, and adds new employees.
  • Analyzes, tests, and troubleshoots problems and recommends policies and procedures to maximize software utilization in compliance with all applicable federal, state, and City rules, regulations, and procedures.
  • Answers questions and provides information and assistance to City staff and the public regarding payroll, policies, procedures, Employee Self-Service, and union agreements.
  • Administers payroll accounting functions and payroll records and reports, researches, reconciles, and verifies the accuracy of the accounts, and assists with resolving discrepancies and errors.
  • Processes updates to individual employee benefit information and to benefits provider contracts and ensures payment of employer portions and fees.
  • Compiles and generates documents, reports, and financial analysis of salary and benefit projections for annual budget and labor relation negotiations.
  • Coordinates and assists with required payroll audits, benefit audits, reviews, and public records requests, including but not limited to data collection and compilation.
  • Analyzes personnel costs and estimates effects of potential retiree payouts, excess compensation payments, benefit changes, and labor negotiations.
  • Provides responses to inquiries related to compensation, such as external compensation surveys, and updates and maintains City salary schedules.
  • Tracks all personnel vacancies and provides monthly status to Human Resources and works directly with Human Resources to ensure that personnel vacancies are filled within authorized positions and budget.
  • Compiles payroll data on current and proposed salary, benefits, and labor contract provisions for the preparation of the annual budget.
  • Analyzes and monitors actual payroll operating results for each department throughout the year, comparing to budgets and forecasts.
  • Performs internal control audits and procedures for the department in coordination with Finance and Human Resource management, analyzes and documents internal controls, and prepares written training procedures.
  • Processes and tracks LEOFF-1 retiree invoices and reimbursements.
  • Tracks seasonal, part-time, and temporary employee hours for compliance with DRS and ACA.
  • Reviews check registers and works with Finance Manager to keep track of the budget lines associated with the retro (workers' compensation) program.
  • Completes WellCity reporting and is a member of the City Wellness Committee.
  • In coordination with Human Resources, tracks time and eligibility of employees for absences related to the Family Medical Leave Act (FMLA), WA State Paid Family Medical Leave (PFML), Bereavement, Military Leave, and leave without pay (LWOP), communicates leave balances with employees, supervisors, and HR.
  • Tracks FMLA use, workers' compensation, disability, and other Federal and state leaves, reviews personnel change notices as needed.
  • Maintains payroll, benefits, and human resources records in compliance with the Washington State Archives, coordinates efforts with the City's Public Records Officer.
  • Maintains absolute confidentiality of work-related issues, client records, and City information, enforces compliance with the confidentiality standards of the Privacy Act of 1974, {U.S.C. § 552A}, performs related duties as required or assigned.
  • Responds to records requests for employee lists, employee numbers, and salary information.
  • Assists Public Experience Liaisons (PELs) with developing and maintaining up-to-date City staff phone list and organizational chart information.

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