Payroll Manager

Description

If YOU are looking for a rewarding career in a place where you and your ideas matter - a place where the results of your hard work are reflected throughout your community and on the faces of your neighbors - this is your home. Are you someone who thrives in a complex and challenging environment? Are you a natural leader who has an aptitude for problem solving, organization, and attention to detail? Do you pride yourself on your positive, collaborative approach to providing service ?
What are you waiting for? APPLY TODAY!

The City of Reno's Department of Human Resources is looking for a skilled and dynamic Payroll Manager who reports to the Assistant Director of Human Resources. This key position oversees the payroll administration program for a large and complex organization, which has a key impact on employee experience. You will lead, mentor, and supervise a team of three and closely collaborate with other members of the HR team, as well as representatives from across the City's decentralized payroll administration structure. Y ou will serve as the primary resource for resolving complex payroll matters, the integration of payroll technology solutions, and the advocate for continuous process improvements. You will have the career-building opportunity to contribute to payroll technology modernization and process improvement as a member of the HR leadership team. The ideal candidate will have a proven track record of managing complex compensation structures, a strong understanding of payroll regulations, knowledge of the complexities of public sector payroll and benefits administration, possess a growth-mindset and thrive in a fast-paced environment.

Under general direction, manages, supervise, and coordinates a variety of complex and highly-responsible compensation and benefits structures to ensure employee compensation is paid on time, accurately, efficiently, and in a manner that is compliant with an overarching regulatory and collective bargaining agreement framework; performs advanced journey-level analytical, financial, systems, statistical, and programmatic analysis to provide sound, professional recommendations for action and significant assistance in policy, procedure, budget development, and to inform the decisions of management affecting collective bargaining; and coordinates and oversee payroll operations, including significant interface with other City departments and divisions. Success in this role requires one to demonstrate the following core competencies:

• Orientation to Continuous Process Improvement - Awareness of the need to seek out and identify deficiencies; eliminate redundancies; promote internal collaboration; and fully utilize resources, including technology, to enhance the organizational recognition, problem solving, prevention and response process.
• Effective Communication - Verbal, non-verbal, and active listening communication skills; the ability to communicate complex information to a variety of audiences; sincerity and energy when establishing interpersonal relationships; and clarity with which the message is delivered.
• Collaborating with Others - Working together with others in a cooperative and supportive manner to achieve shared goals and objectives; ability to create productive relationships interdepartmentally and with outside agencies.
• Agile Methodology - Manage goals and objectives by breaking them up into several smaller phases; and collaboration and communication with stakeholders at every stage.
• Succession Planning - Continually investing in employee learning, growth, development, and improvement; motivating employees in advancing and tracking career goals; ensuring employee skills match organizational needs; ability to identify and develop leadership among your employees.

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job .

Examples of Essential Functions

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Plan, direct, manage, and administer the activities of the City's central payroll operations within the Human Resources Department.
• Manage, administer, maintain, and review the payroll processing system to ensure timely and accurate processing of payroll transactions including wages, benefits, leave, garnishments, taxes, and other deductions.
• Maintain records and reports including controlling and reconciling to ensure accurate calculation of wages, tax withholdings, deductions, and credits.
• Originate, generate, and prepare a variety of ongoing reports as needed, including financial audit records and reports, an annual government compensation report, reports to reduce common errors, reports for union negotiations, and reports for public records requests.
• Audit, balance and prepare a variety of payroll related reports/reconciliations, including Nevada Public Employee Retirement System (NV PERS) Wage and Contribution reports, payroll processing reports to track and audit the use of specialty pays such as paid administrative leave and industrial injury leave, quarterly and annual tax and insurance reports; monitors bank activity.
• Reconciles reports, bills, and invoices to payroll report and the general ledger, and makes any needed adjustments and journal entries.
• Performs fiscal and calendar year-end processes and prepares related reports and documents, including W-2 and 1095-C.
• Manage and oversee payroll audits, including NV PERS audits.
• Manage and implement changes to the payroll system consistent with the items contained in collective bargaining agreements, Council resolution, City policies and procedures, and classification and compensation plans.
• Select, train, motivate, and evaluate assigned personnel; assess and monitor work load, administrative support and systems; provide or coordinate staff training; work with employees to correct deficiencies and develop additional skills.
• Train, support and provide technical system and procedural guidance to departmental/divisional staff involved in department payroll preparation and record keeping; and provide assistance to management staff on difficult and complex payroll matters.
• Develop processes to communicate payroll information to meet data entry, employee information, payroll, budget, and reporting needs of the various City departments and develop the communication.
• Formulate and implement changes in data collection, employee data information, compensation, benefits, record keeping and reporting.
• Develop and maintain City-wide payroll operating procedures and standards; develop and maintain procedural manuals; ensure adherence by monitoring system performance and documentation and evaluating user feedback
• Design flow charts and diagrams to indicate essential operations to be performed from the initial stages to completion of manual or automated jobs.
• Coordinate payroll operations with other City functions, departments and staff, to ensure effective cooperation consistent with optimal efficiency, effectiveness, and economy; coordinate data, resources, and work products as necessary and upon request in support of a productive and positive working environment.
• Participate in the resolution of difficult and complex operational and administration payroll problems; identify and evaluates payroll processing issues; organize, coordinate, direct, and/or conduct administrative studies relating to payroll activities or operations; determine analytical techniques and information-gathering processes and obtains required information and data for analysis; analyze alternatives and make recommendations; discuss findings with management staff and prepare reports of study conclusions; oversee and assist in the implementation of recommendations.
• Collaborate with the City’s IT Department to liaise with the payroll processing system provider to manage and resolve software/system issues.
• Participate in various City-wide HRIS/ERP planning, implementation and management initiatives.
• Plan, coordinate, implement, promote, and oversee significant payroll projects and initiatives; oversee and participate in the development and implementation of project goals, objectives, policies, procedures, and priorities; oversee and participate in the development and implementation of strategies and work plans for the achievement of these goals.
• Perform the full range of duties involved in researching, negotiating, and monitoring assigned contracts and agreements with outside suppliers, service providers, leasing agents, and others; ensure work is performed in compliance with contracts and agreements.
• Ensure that assigned program/project activities and services comply with relevant federal, state, and local laws, policies, and regulations.
• Participate in the development and administration of the division budget; approve the forecast of funds needed for initiatives, materials, and supplies; approve expenditures; and request budgetary adjustments as appropriate and necessary.
• Attend and participate in professional group meetings; stay abreast of new trends and innovations in the fields of business and public administration and issues related to field of expertise.
• Perform related duties as required.

Minimum Qualifications

Minimum Qualifications - The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties

Education and Experience Guideline s - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education/Training :

A Bachelor’s degree from an accredited college or university with major course work in public administration, business administration, accounting, finance, economics, statistics, or a closely related field.

A Master’s degree is highly desirable.

Experience :

Three (3) years of increasingly responsible professional level administrative and management analysis experience preferably within a local government environment.

License(s) or Certificate:

Certified Payroll Professional (CPP) preferred.

Project Management Professional (PMP) preferred.

Must possess a valid driver's license or otherwise demonstrate the ability to independently get to and from multiple work locations as required.

Compentenci es - These are reflective of the KSAs an individual would possess at the full-functioning level.

Knowledge of :
Pertinent federal, state and local laws, codes and regulations including tax regulations, FLSA, NV PERS, PARS, ACA.
Organization and operation of municipal government payroll and benefit systems and structures.
Operational characteristics, services and activities, principles and practices of payroll processing.
Mathematical principles.
Principles and practices of accounting, budgeting, auditing, and financial reporting.
Principles and procedures of payroll record keeping and reporting.
Principles and practices of payroll, pension, position budgeting, position control, and the impact of collective bargaining agreements.
Principles and applications of critical thinking and analysis.
Techniques and formulae for administrative, financial and comparative analyses.
Principles and practices of interpersonal skills and emotional intelligence.
Principles and practices of conflict management.
Principles and practices of change management and effective communication.
Principles and practices of people management and motivational attributes.
Principles and practices of program development and administration.
Principles of process improvement and creation of business efficiency.
Principles of business letter writing and report preparation.
Management skills to analyze programs, policies and operational needs.
Principles of supervision, training and performance evaluation.
Modern office procedures, methods and computer equipment.
Common office software applications, including word processing, spreadsheets and email.

Ability to :
Read, understand and apply information within legal documents related to payroll including tax regulations, FLSA, NV PERS, PARS, ACA, personnel rules, Collective Bargaining Agreements, and memorandum of understanding.
Plan, organize, direct, coordinate, and evaluate significant projects.
Oversee and participate in the development and administration of program goals, objectives and procedures.
Perform the full range of complex and difficult professional analytical, programmatic and administrative duties involving the use of independent judgment and personal initiative.
Collect, evaluate and interpret varied information and data.
Research, analyze, and formulate recommendations, work plans, and activities regarding planning, technical, and administrative issues.
Analyze complex problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Develop recommendations for problematic areas and implement and monitor changes.
Prepare clear and concise technical, administrative and financial reports.
Prepare clear, accurate and concise tables, schedules, summaries and other materials in statistical and narrative form.
Establish and maintain various data collection, record keeping, tracking, filing, and reporting systems.
Research, negotiate, manage, and monitor contracts and agreements.
Understand the organization and operation of the City, assigned program, and of outside agencies as necessary to assume assigned responsibilities.
Understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent federal, state, and local laws, codes, and regulations.
Properly interpret, ensure compliance with, and make recommendations in accordance with laws, regulations and policies.
Identify and respond to community and organizational issues, concerns, and needs.
Coordinate multiple projects and meet critical deadlines.
Organize and prioritize timelines and project schedules in an effective and timely manner.
Plan, schedule, and review the work and performance of volunteers and subordinates in a manner conducive to proficient performance and high morale may be required for some positions.
Participate in the preparation and administration of budgets.
Operate and use modern office equipment including a computer and various software packages.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
Work in a team based environment to achieve common goals.
Coordinate multiple projects and complex tasks simultaneously.
Meet the physical requirements to safely and effectively perform the assigned duties.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Supplemental Information

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein 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 job functions.

Environment : Work is performed primarily in a standard office setting with some travel to different sites and locations.

Physical : Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

The City of Reno is an equal opportunity employer. Recruitment, hiring, assignment, training, compensation, promotion, retention, and disciplinary decisions will be made without regard to race, color, religion, creed, national origin, sex, sexual orientation, gender identity, gender expression, age, pregnancy, physical or mental disability, genetic information, veteran status, political affiliation, membership in an employee association, or any other protected class status applicable under federal or state law.

Please use this Health and Welfare Benefit Link to learn more about the City of Reno's great employee benefit plans and wellness programs.

Closing Date/Time: Continuous

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• City of Reno

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