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HomeMy WebLinkAboutPayroll and Benefits Administrator City of Port Townsend Job Description Payroll and Benefits Administrator Classification title: Payroll Administrator Working title: Payroll and Benefits Administrator Department: Finance Union: No FLSA status: Non-exempt Wage Classification: 616 Hours: 40 Effective date: May 2017; May 2018; Jan. 2023; Nov. 2023; Oct. 2024; June 2025; Dec. 2025; Apr. 2026 Reports to: Finance and Technology Services Director Civil Service: No JOB SUMMARY Maintains and prepares City-wide payroll, technical reports, and employee benefits records. Assures compliance with union contracts and state and federal payroll matters. Ensures accurate payment of employees and handles payment issues. Partners with and provides ongoing support to the People and Performance Department related to employee absence tracking, benefit programs, salary schedules, and reports. Prepares documents, reports, and data to support Finance leadership and People and Performance in union negotiations, compensation reviews, and budget preparation. Administers employee benefit programs; develops and carries out benefit educational activities; conducts and responds to benefit surveys; ensures compliance with all legislative acts pertaining to employee benefits. Communicates with employees throughout the City. Position will have access to confidential information. ESSENTIAL DUTIES AND RESPONSIBILITIES  Prepares semi-monthly payroll for review, approval, and submittal to the Finance Manager or Finance and Technology Services Director; generates technical payroll reports; prepares and submits tax deposits and special state and federal statements including W-2s and 1096s; 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.  In conjunction with the People and Performance Department, participates in the onboarding process including providing instruction and assistance on benefit enrollment forms.  Works with new hires to complete payroll forms, I-9s, and W-4s; 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; assists with the interpretation and application of City policies, procedures and programs while exercising the highest degree of confidentiality and professionalism.  Maintains payroll records and systems; creates, updates, and audits positions and databases; adds new employees; analyzes, tests, and troubleshoots problems; recommends policies and procedures to maximize software utilization in compliance with all applicable federal, state and City Payroll and Benefits Administrator rules, regulations, and procedures.  Answers questions and provides information and assistance to City staff and the public regarding payroll, benefits, policies, procedures, processes, Employee Self-Service, and union agreements; assists in resolving problems and complaints.  Administers payroll accounting functions and payroll records and reports; researches, reconciles, and verifies the accuracy of the accounts; assists with resolving discrepancies and errors.  Administers employee benefits programs including updates to individual employee benefit information and to benefit provider contracts; develops and carries out benefit educational activities; conducts and responds to benefit surveys; ensures compliance with all legislative acts pertaining to employee benefits; 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; updates and maintains City salary schedules.  Tracks all personnel vacancies and provides monthly status to the People and Performance Department. Works directly with the People and Performance Department 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 People and Performance Department 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 the People and Performance Department, 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}; Payroll and Benefits Administrator 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. KNOWLEDGE, SKILLS AND ABILITIES Knowledge of:  City organization, operations, policies, and procedures.  State and Federal laws, statutes, rules, codes, and regulations governing human resources functions, labor and employment law.  Principles and practices of public sector personnel administration, confidential records management, and effective customer service practices.  Payroll accounting rules, regulations, methods, and procedures.  Applicable state and Federal statutes, rules, codes, and regulations governing payroll and taxes.  Accounting principles and methods, including special fund procedures.  Payroll, human resources, and accounting software. Skill in:  Reading, interpreting, understanding, and applying employment standards and procedures, applicable Federal and state rules and regulations, and City policies and procedures.  Maintaining payroll documentation and verifying and reconciling payroll information and reports.  Meeting deadlines and strict time frames for payroll processing.  Strong numerical aptitude and attention to detail.  Performing mathematical calculations and entering numerical data into a computer system with skill and accuracy.  Experience using specialized payroll, human resources, and accounting software. Experience with Springbrook software preferred.  Intermediate to advanced skills in using computer operating systems and use of Microsoft Office Suite products, including Excel.  Analysis of payroll and personnel data.  Preparing, maintaining, and reviewing human resource records, reports, and documentation.  Communication and interpersonal skills with the ability to interact with diverse groups of people.  Organizing and prioritizing multiple tasks and deadlines, working accurately with distraction and interruptions. Ability to:  Establish and maintain cooperative and effective working relationships with co-workers, peers, management, customers, and the public.  Demonstrate flexibility to adapt to changing circumstances, such as shifting priorities, unexpected challenges, or variations in the workload, while maintaining composure and effectiveness.  Effectively and efficiently communicate with team members, managers, and other departments, Payroll and Benefits Administrator both verbally and in writing, using tact, patience and courtesy to convey instructions, provide feedback, receive feedback, and resolve issues. QUALIFICATIONS  High school diploma or GED.  An equivalent combination to graduation from a four-year college or university with specialization in accounting, finance, human resources, business or related field and one year of professional payroll, accounting or budgeting experience. Experience in a governmental agency is preferred. A combination of experience and training that provides the desired skills, knowledge and abilities may be considered.  Applicant must be bondable.  Excellent customer service focus is required.  Certified Payroll Professional Certification is highly desirable. WORKING CONDITIONS Duties are performed primarily in an office environment sitting for long periods of time, utilizing standard office equipment and personal computer. The noise level in the work environment is usually moderately quiet. May be required to interact with upset customers. This position typically requires movement around the office, reaching, pushing, grasping, finger dexterity, hearing, seeing and repetitive motions. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The City of Port Townsend is an equal employment opportunity employer. The City employs, retains, promotes, disciplines and otherwise treats all employees and job applicants strictly on the basis of job- related qualifications and competence. These policies and all employment practices shall be applied without regard to any individual's sex, race, color, creed, religion, national origin, sexual orientation (including gender identity), pregnancy, age, marital status, military status, disability, genetic information, or any other characteristic protected by law. This job description in no way implies that these are the only duties to be performed. The employee occupying the position will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisors. All employees must comply with all City policies and procedures relevant to their position as a condition of City employment. This job description does not constitute an employment agreement between the City and the employee and is subject to change as the needs of the City and requirements of the job change.