Payroll Specialist

Salary: $23.88 Hourly
Location : Cocoa, FL
Job Type: Full-time
Job Number: 25-010
Department: Finance / Finance Administration
Opening Date: 10/10/2024
Closing Date: 10/24/2024 11:59 PM Eastern
JOB DESCRIPTION
JOB SUMMARY
This position is responsible for the accurate preparation, documentation, and distribution of payroll via the payroll system for approximately 400+ employees. Duties include all payroll related activities for employees in conjunction with the policies, procedures, and regulations as they relate to the required actions. The Payroll Specialist's knowledge and capabilities encompass payroll, benefits, an in-depth understanding of various bargaining union's contracts, pension plans and an understanding of the systems on which these functions run. This position performs payroll recordkeeping work in connection with the maintenance of the payroll system. The Payroll Specialist works very closely with the Human Resources team to ensure that payroll transactions are processed accurately and timely. This position reports directly to the Accounting Supervisor. Work requires confidentiality, discretion, the exercise of considerable independent judgement, and use of acquired knowledge and skills in the performance of the broad payroll function.
ESSENTIAL JOB FUNCTIONS

• Responsible for ensuring all aspects of the payroll cycle, including taxes, benefits, garnishments, etc. are processed, reconciled, audited and transmitted accurately and timely, meeting all set deadlines.
• Reviews all timesheet information, verifies codes and hours, including checking and correcting any errors before sending.
• Reviews the input of all file maintenance, employee changes, and Personal Action Forms prepared by Human Resources for accuracy and completeness and coordinates the correction of any discrepancies.
• Reconciles the bi-weekly payroll and prepares the bi-weekly payroll deposit information including direct deposit email information.
• Prepares the payroll vendor files and vendor checks for disbursement weekly or monthly.
• Reconciles and prepares the pension contributions to the various pension plans.
• Prepares all pension related correspondence to each plan including, but not limited to, pension contributions, member data, and termination information.
• Reviews the benefit and incentive programs processing.
• Reviews holiday pay distributions per the bargaining unit contract terms.
• Identifies and resolves improperly completed paperwork from all departments and coordinates the corrections.
• Provides information to other departments and the public, applying significant knowledge of departmental rules, regulations, and procedures.
• Prepares journal entries.
• File documents into appropriate files in a timely manner.
• Maintain detailed, organized payroll records.
• Timely respond to employee inquiries regarding payroll issues/concerns.
• Timely resolve any discrepancies surrounding payroll issues.
• Run ad hoc financial reports as assigned.
• Support reconciliation and preparation of W-2 forms and other year-end processes.
• Assist efforts to analyze and reconcile year-end reports.
• Compile data for month-end payroll and tax processes.
• Processes Employee Verifications.
• The majority of position duties are required to be performed on-site.
• Back up to print water refund and accounts payable checks through the check signing printer.
• Assists with the annual audit and preparation of the Comprehensive Annual Financial Report (CAFR).
• Mission Support Employees may be required to work during a declared or undeclared emergency.
• Performs other related job duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES
Knowledge, Skills and Abilities:

• Experience with principles, practices, regulations, laws, and procedures as related to payroll processes and recordkeeping and the ability to apply them to complex work problems and situations.
• Experience with the general ledger and its relationship with payroll.
• Ability to apply strong analytical and critical thinking skills.
• Possess the ability to be organized and produce accurate results while meeting established deadlines even when managing multiple priorities and frequent interruptions.
• Ability to think and act ahead, spot opportunities and act accordingly, and proactively contribute to process improvements.
• Demonstrates proficient data entry, spreadsheet, ten-key adding machine and word processing skills.
• Demonstrates excellent customer service skills and ability to relate effectively and tactfully with all levels of the organization.
• Proficient in the use of a variety of computer programs, including Microsoft Office, and various office equipment. Experience with SunGard Public Sector software and KRONOS Timekeeping software is a plus.
• Skilled in organizing, planning and following through with assigned tasks.
• Ability to exercise good judgment, sound reasoning skills and discretion in making independent decisions commensurate with responsibilities.
• Strong knowledge of payroll practices, procedures and IRS rules and regulations as they apply to payroll and benefits.
• Excellent verbal, written and listening skills with the ability to communicate clearly, concisely, technically, effectively, and with courtesy with employees, management, government agencies, and others using appropriate words, tone and correct grammar.
• Ability to promote and maintain good relations with other departments, City employees, and the public.
• Ability to interpret administrative policy and decisions as explained and directed.
• Ability to compose effective and accurate correspondence and to deal with non-routine matters, such as completing complex work with minimal instructions, keeping records and reference files, assembling and organizing data.
• Possesses a desire to learn continually.
• Ability to assume responsibility and effectively carry out the supervisor's directions.
• Ability to maintain highly confidential information and effectively manage stress and pressure in a frequently changing environment.
• Possess strong interpersonal skills, effective time management, flexibility, empathy, sensitivity to confidential matters, and the ability to interact well with internal staff.
• Ability to multi-task calmly in stressful situations and meet deadlines effectively and efficiently.
• Treats others with courtesy, respect, and dignity in the workplace.
• Demonstrates high ethical standards of conduct in the performance of job duties and responsibilities.
• Displays a positive attitude to encourage others.

EDUCATION AND EXPERIENCE
Education and Experience:
Associates Degree from an accredited college or university in a business-related field and three (3) or more years of responsible, high volume payroll processing experience; or a combination of education, training, and relevant experience. Working knowledge of human resources practices and procedures is a plus. Must have experience in Federal/State/Local labor laws. Certified Payroll Professional a plus.
Special Qualifications
For positions requiring the operation of City vehicles, must possess a valid current Florida driver's license, or be able to acquire one within 45 days of hire.
ESSENTIAL PHYSICAL SKILLS
PHYSICAL DEMANDS
The work is generally sedentary and may require exerting up to 20 pounds of force occasionally and 10 pounds of force frequently to lift, carry, push, pull or otherwise move objects. Additionally, the following physical abilities are required:

• Crouching: Bending the body downward and forward by bending leg and spine.
• Dexterity: Primarily with fingers, as in picking, pinching, or typing.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand.
• Hearing: Ability to hear and understand at normal speaking levels with or without correction.
• Mental Acuity: Ability to make rational decisions.
• Reaching: Ability to frequently extend hand(s) and arm(s) in any direction.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Sitting: Frequently sits for long periods of time.
• Speaking / Talking: Ability to communicate clearly, accurately and concisely through speech.
• Visual Acuity: Ability to perform activities such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading, operating motor vehicles; including color, depth perception, and field vision.

WORK ENVIRONMENT
Work is performed in a dynamic environment that requires the ability to be sensitive to change and responsive to changing goals, priorities, and needs.
* Medical, Dental, Vision, Life Insurance, and Long Term Disability
* 11 Paid Holidays per year
* Vacation & Sick Time
* Complimentary Health Clinic
* Retirement
* Discounts, Wellness Benefits, and much more!
01
Do you have an associates degree from an accredited college or university in a business-related field ?

• Yes
• No

02
Do you have three (3) or more years of responsible, high volume payroll processing experience?

• Yes
• No

03
Do have experience in Federal/State/Local labor laws?

• Yes
• No

04
Do you have a current Florida driver's license or are you able to acquire one within 45 days of hire?

• Yes
• No

Required Question