City of Clovis - New Mexico Payroll Administrator

Company: City of Clovis
Location: Clovis
Posted on: May 12, 2022

Job Description:

Under general direction this position is responsible for performing complex payroll and accounting functions for the processing and maintenance of municipal government payroll and accounting systems.

• Maintains payroll system with updates to earning codes, deduction codes, including year-end carry-over processes to maintain annual balances.
• Coordinates payroll processing according to City defined pay schedules. Prepares and ensures accurate calculation and remittance of all applicable withholding liabilities for all City employees on a timely basis, including, quarterly and annual federal and state payroll reporting returns, FICA, Medicare, retirement, insurance, and other related payroll withholdings. Maintains complete confidentiality, within guidelines, of all payroll, accounting records and reports. Reviews, verifies and transmits files for direct deposit, checks, taxes, garnishments, deferred compensation, and retirement plans using various vendor on-line systems. Prepares, verifies and submits federal and state payroll quarterly and annual reports. Reviews, audits and processes W-2's for accuracy and adherence to federal and state guidelines. Ensures regulatory compliance of payroll system to all applicable governmental agencies' guidelines, policies, and procedures. Responds to payroll-related requests for information from City departments, employees, and outside agencies. Reconciles payroll liabilities to the general ledger and processes payments and/or journal entries into financial system.--
• Prepares and presents open enrollment and new employee welcome and general benefits communications for city employees.--Assists employees competing benefit enrollment tasks. Responds to inquiries regarding the requirements and provisions of benefit programs. Prepares and distributes various educational and promotional materials for city employees.
• Maintains various general ledger account reconciliations. Reconciles multiple bank accounts including transactions between various software applications. Prepares reports to grant agencies, assist City staff in monitoring and reporting grants, and answer questions regarding grants.--Assists in the preparation of the City's Comprehensive Annual Financial Report (CAFR) by providing payroll information as requested by auditors and management.
• Assists in the development, implementation, monitoring and reporting of department goals and objectives related to Master, Strategic and Comprehensive Plans. Demonstrates continuous effort to improve operations, streamline work processes, and work cooperatively and jointly with City Administration, department directors, consultants, staff, and the public to provide quality services. Reviews progress and direct changes as needed, within delegated authority. Coordinates and manages various special and recurring projects. Keeps immediate supervisor fully and accurately informed on issues. Identifies areas of concern for management for review and potential action.--
• Assists with the management and monitoring of department administrative activities. Assists in the preparation of department budget and special funding. Assists and participates in the execution of short and long-range plans. Gathers, interprets and prepares data and information for studies, reports, correspondence and recommendations. Coordinates activities with other departments and agencies as needed. Reviews and provides reports and prepares and maintains required departmental records. Participates in software update and conversion projects. Responds to and resolves various complaints, issues, inquiries, and problems as authorized, and in accordance with established policies and procedures.--
• Ensures effective and efficient use of budgeted funds, personnel, materials, facilities and time. Ensures that assigned areas of responsibility are performed within budget by performing cost control activities. Monitors revenues and expenditures in assigned area to assure sound fiscal control.
  Bachelor's Degree in Accounting, Finance, or a related field plus five (3) years of professional experience in payroll processing and government accounting, or an equivalent combination of education and experience that would likely produce the required knowledge, skills, and abilities.
  Licenses and Certificates:--Valid driver's license equivalent to a New Mexico Class D.
  Knowledge of:
  • Municipal organization operations, policies and procedures.
  • Principles, practices, rules, and regulations of public sector payroll and accounting.
  • Applicable federal and state laws and regulations pertaining to payroll administration.
  • Various state retirement system policies and procedures, and their differences.
  • Applicable miscellaneous payroll deductions (e.g. ICMA, PERA, Garnishments, etc.) City and regulatory requirements.
  • Principles and procedures of financial record keeping and reporting.
  • Computerized payroll and accounting management and reporting systems.
  • Principles and practices of public sector administrative management, including cost accounting, budgeting, procurement, project management, contract management, customer service and employee supervision. Skills in:
    • Interpreting and explaining Federal and State rules and regulations, City policies and procedures.
    • Analyzing problems, resolving disputes and grievances, and developing effective solutions.
    • Using initiative and independent judgment within delegated authority.
    • Operating a personal computer utilizing standard and specialized software.
    • Communicating effectively verbally and in writing. Ability to:
      • Assist in the development and implementation public sector payroll methods, procedures, and records management.
      • Establish and maintain effective working relationships with the City Manager, Assistant City Manager, department directors, consultants, staff, and the public.
      • Ensure compliance with applicable Federal, State, and local laws, codes, rules, and regulations.
      • Deliver effective presentations of technical information and ideas in a clear manner.
      • Research and respond to sensitive inquires and complaints from City employees and the public.
      • Manage multiple priorities simultaneously.
      • Analyze problems, identify alternative solutions, project consequences, propose appropriate actions, and implement recommendations in support of goals.
      • Communicate clearly and concisely, both orally and in writing.
        

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