Payroll Administrator

Under general supervision, this position is responsible for processing payroll for the City of Midlothian and associated functions related to the preparation, remittance, and reconciliation of payroll reports, benefits, and payments.

• Prepares, reviews and executes payroll on a bi-weekly basis. Ensures compliance with all payroll tax regulations and requirements, and timely and accurate processing of payroll transactions including salaries, adjustments, overtime, leave use, benefits, garnishments, taxes, and other deductions. Reviews, processes and issues bi-weekly and out-of-cycle payrolls, terminal pays, and retroactive payments. Reviews timesheet entries, approvals and processes corrections as needed.  
• Responsible for uploading direct deposit files to the bank and printing checks as needed, and solving other payroll-related issues.  
• Performs timely reconciliation of various payroll related general ledger accounts.
• Reviews and processes benefits and garnishments for each payroll, including: Medical, Dental, Vision, LTD/STD, FSA and HSA Accounts, Life Insurance, FICA/FIT, 457 Deferred Compensation Plan, wage garnishments, and deferred plans. 
• Reviews and processes TMRS retirement withholdings on a monthly basis. 
• On a quarterly basis, prepares 941s and SUI. 
• On a yearly basis, prepares, distributes and uploads W-2s and ACA 1095s to the Social Security Administration and IRS, calculates Group Term Life amounts, and inputs all rate adjustments to payroll and benefits.        
• Prepares invoices for reimbursement of contract wages for Midlothian ISD SROs, prepares and submits all information for reimbursement of federal, state and regional programs and grants, and prepares various monthly, quarterly, and annual payroll reports. 
• Invoice and process payments from retirees and COBRA participants.  
• Prepares longevity and certification payments. 
• Prepares journal entries required for payroll. Edits and journalizes transactions for posting of general ledger from sub-ledger. 
• Provides information to and communicates with departments and employees regarding payroll issues. 
• Assists with various audits including a year-end audit and annual workers’ compensation audit.
• Performs annual leave balance rollover and reports loss time. 
• Organizes payroll records according to retention schedule. 
• Researches and gathers information that improve or automate payroll functions and internal processes. 
• Performs preliminary research of IRS and DOL regulations related to payroll, and prepares draft responses to inquiries by outside agencies.  
• All other duties as assigned. 

Associates Degree in Accounting, Finance, Business or related field is required. 
 
Three (3) years of payroll processing experience required. Knowledge of accounting and/or bookkeeping principles in computerized finance office required. 

Certified Payroll Professional (CPP) and experience in governmental payroll with Incode and/or TimeClock Plus software experience strongly preferred.

• Advanced knowledge of payroll practices, procedures, and laws regarding deductions, taxes, garnishments, and workers compensation.
• Knowledge of Department of Labor's FLSA rules and regulations.
• Knowledge of overtime and compensatory time for public sector employees.
• Knowledge of payroll laws regarding deductions, taxes, garnishments, and workers compensation.
• Proficient with Microsoft Office Suite and various government financial reporting systems, including Incode and TimeClock Plus. 
• Ability to use computers and related office equipment for data entry and reporting.
• Ability to problem solve and research information independently. 
• Skill in following municipal payroll and tax codes and regulations. Skill in performing multiple tasks and meeting payroll deadlines.
• Ability to communicate in a clear, professional and congenial manner, both orally and in writing. 
• Ability to follow instructions and perform work accurately and thoroughly which requires performing multiple tasks simultaneously under time pressures and deadlines.
• Ability to regularly interact with others to exchange and receive information, providing effective and tactful customer service, and work independently with a high level of discretion.
• Skill in resolving customer complaints and concerns. Ability to work with constant interruption.
• Excellent time management skills with a proven ability to meet deadlines and prioritize tasks.
• Ability to maintain a high level of confidentiality.
• Ability to function well in a high-paced and at times stressful environment.
• Ability to be punctual and attend work regularly.

Special Requirements
May be required to work evenings and weekends. 

Licenses & Certifications
Must possess and maintain a valid driver’s license with acceptable driving record as established by the City of Midlothian driving standards. 

Work Environment
Prolonged periods of sitting at a desk and working on a computer. Works primarily in climate controlled office environment. Position requires some lifting up to 20 pounds. Physical demands are sedentary in nature but include walking, standing, reaching, and bending. Work may cause light fatigue of eyes and fingers because of routine use of motor senses.