Payroll Supervisor

Position Scope

Under General supervision,oversees, evaluates, and supervises the day-to-day operations and maintenance of the City's payroll functions, systems, and staff. This position is responsible for analyzing payroll-related data. Researches and remains current on all Federal and State payroll tax law changes including retirement, benefits, and other applicable laws and regulations affecting payroll administration; recommends policy and procedure updates and changes as needed. Advises City departments on payroll policies and technical procedures. Responsible for all state and federal reporting, handling transactions as simple as data entry into a payroll system to more complex such as unemployment claim calculations.

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Primary Duties and Responsibilities

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Organize and schedule payroll work to meet standards for accuracy and deadlines.
• Process city-wide payroll and manual checks, review payroll runs, analyze error reports, and make adjustments to resolve problems, audit leave time to ensure adherence to leave policies.
• Plan, assign and review work of payroll staff, participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies.
• Ensure accurate payroll processing and compliance with applicable laws, regulations, policies and procedures, or contracts such as MOU agreements. Conducts reviews and audits of payroll data to ensure accuracy and compliance. Resolves errors and employee complaints or issues related to payroll processing.
• Works with Human Resources (HR) department to ensure integrity of HR processes that impact payroll processing.
• Ensure effective internal controls over payroll functions. Develops and implements policies and procedures and works with departments and staff to ensure proper internal controls and preferred practices are in place. Performs reviews and analyses to identify and resolve deficiencies in operating procedures and internal controls.
• Process tax levies, child support orders and garnishments.
• Review time input from departments to ensure accuracy, completeness, and authorization.
• Calculate and ensure timely remittance of all applicable withholding liabilities for City employees including Federal, FICA, state tax, retirement, garnishments, etc. Reconciles the bi-weekly benefit payments between the payroll fund in Munis and the bank.
• Prepare quarterly and annual tax reports; reconcile annual reports for W-2 processing; review W-2s for accuracy and adherence to federal and state guidelines.
• Ensure regulatory compliance of payroll system to all applicable governmental agencies’ guidelines, policies, and procedures.
• Research and remain current on federal and state payroll tax law changes, retirement, benefits and other applicable laws and regulations affecting payroll administration; recommend policy and/or procedure changes.
• Process and reconcile biweekly payroll journal entry and prepare other journal entries as needed.
• Perform research and prepare payroll-related reports for internal divisions and external agencies.
• Maintain existing payroll system; update and/or add earnings codes, deduction codes, position control, etc.
• Evaluate, test, and implement new payroll accounting systems.
• Review and update internal payroll procedure manual and provide technical assistance.
• Respond to and resolve complex and sensitive issues pertaining to payroll.
• Performs other duties as assigned or required.

Minimum Qualifications & Position Requirements

Education and Experience:

Bachelor’s degree in accounting or degree related to the core functions of this position. Minimum of five years’ experience in performing payroll functions, and a minimum of two years of supervisory experience. OR an equivalent combination of education and experience.

Necessary Knowledge, Skills and Abilities:

Knowledge of:

• Federal and State payroll tax law and other applicable laws affecting payroll administration.
• Principles of organization, administration, and supervision.

Skill in:

• Applying logic in decision making.
• Making independent judgments and decisions based on standard policy or procedure.
• Utilizing automated desktop programs and systems.

Ability to:

• Supervise, train, develop, motivate, and evaluate employees.
• Prioritize and assign work.
• Communicate effectively both verbally and in writing.
• Establish and maintain effective working relationships with co-workers, supervisors, and the general public.

Additional Information

Physical Demands / Work Environment: Work is typically performed in an office setting

Reports To: Accounting Manager or designee

Supervision Exercised: Payroll staff

Work Schedule: Monday - Friday, 8:00am - 5:00pm

12-Month Goals:

• Conduct city-wide audit to ensure adherence to leave policies.
• Establish training plan for new payroll specialists.
• Conduct quarterly payroll audits.
• Update earnings codes, deduction codes, etc.
• Update payroll procedure manual.
• Review all MOU agreements.
• Review all internal controls for effectiveness and accuracy.
• Analyze operating procedures and internal controls to determine if deficiencies exist.
• Increase efficiency of W-2 processing.
• Conduct internal training as needed regarding any changes in tax reporting, retirement processing, garnishments, and any other applicable governmental agencies’ guidelines policies, and procedures.

EQUAL EMPLOYMENT OPPORTUNITY: It is the policy of the city to provide employment opportunities to all persons based solely on ability, regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity or disability.

Employee Benefits & Wellness

The City offers a comprehensive benefits package to full-time classified and management employees. Part-time classified employees may be eligible for select benefits where defined.

For complete Benefit Plan & Wellness Information, please visit the City website at:
Benefits & Wellness

City benefit plans are subject to change at any time.

Closing Date/Time: 7/2/2024 6:00 PM Mountain

Buckeye, Arizona United States View Map