Finance Analyst/HR Assistant

Position Summary: 

The Financial Analyst/HR Assistant is responsible for the independent management of payroll, benefits administration and core accounting functions for the City. The position requires precision, confidentiality, and technical expertise in payroll processing, benefits coordination, reconciliation, financial reporting, and compliance with state and federal regulations.
The incumbent assists the Finance Department and Human Resources Manager in the administration of citywide payroll, accounting, benefits reporting and wellness program coordination, and internal control procedures. Work is performed independently and reviewed through conferences, reports, and audit results.

SUPERVISION RECEIVED:  

Serves under the direction of the Finance Director and the guidance of the Human Resources Manager. 

SUPERVISION EXERCISED:  

May provide guidance to staff on payroll procedures; does not directly supervise employees. Depending upon assignment, the incumbent may perform a combination of some or all of the following duties, which are a representative sample of the level of work appropriate to this class. 
 

• Employees of the City of College Place are expected to model and foster the City’s core values: Open and Honest, Cooperation, Respect, Service, & Diversity. 
• Maintaining regular, consistent, and predictable attendance, including being available, accessible and able to complete all required essential functions and assigned job tasks onsite as directed during regularly assigned schedule and/or the City’s normal business hours.
• Prepare, process, reconcile, and submit biweekly/monthly payroll for approval, including technical payroll reports, tax deposits, and state/federal filings (W-2, W-4, ACA 1094/1095-C) while prioritizing and completing all assigned task in a timely and efficient manner, adjusting for changing priorities, deadlines, and available of resources, and demonstrating initiative in identifying additional job-related task to be completed when time permits.
• Completing time-sensitive duties, tasks and assignments within critical deadlines established by other team members, vendors, outside third parties, governing bodies and/or other external or internal sources.
• Update employee tax, benefit, garnishment, wage assignment, retirement, and deduction information in payroll systems. 
• Reconcile all payroll deductions and benefit accounts after each payroll cycle; resolve discrepancies. 
• Administer benefit and leave accounting, including vacation, sick leave, floating holiday, overtime, and other leave categories. 
• Coordinate with Human Resources on benefit enrollments, changes, orientation, FMLA, WA PFML, Workers Compensation, disability programs, and compliance with leave laws. 
• Monitor benefit plan accuracy and assist HR with records management and retention requirements.
• Prepare salary and benefit projections for budget development and labor negotiations. 
• Provide employee assistance regarding payroll, benefits, and HR/payroll self-service systems. Process monthly payroll, maintain payroll profiles, manage timesheets, schedules, payroll templates, and supplemental payments. 
• Ensure payroll compliance with federal and state regulations.
• Maintain internal controls for payroll and benefits processes. 
• Respond to staff payroll/benefit questions and public inquiries using discretion and professionalism. 
• Conduct research, analyze data, prepare reports, and support department projects.
• Demonstrate punctuality, reliability, professional conduct, and teamwork. Working cooperatively, efficiently and productively in a team environment while actively demonstrating strong interpersonal communication skills and accountability for personal performance and results. This essential function includes contributing to a successful, cohesive work group through respectful interactions and meaningful collaborations.
• Suggest workflow improvements, maintain documentation procedures, and support internal control audits while also being able to receive, interpreting, understanding, and implementing job-related instruction, guidance, coaching and training (both formal and informal) while progressively improving skills and overall success in performing assigned duties.
• Perform other related duties including HR support, business & occupation tax tasks, utility billing assistance, or cross-departmental support as assigned. Maintaining a high degree of steady work focus, well-reasoned decision making and high attention to detail in actual work products, organization, planning, workflow and project prioritization to ensure work is accurate, efficient, complete, and consistent with the City’s quality of work expectations and deadlines.
• Serve as general human resource assistant
• Assist HR Manager with management and operation of the Wellness program.
• Assist HR Manager with the management and operation of the Safety program.
• Coordinate and prioritize work on special human resource projects. Assure all communication is handled sensitively and discreetly.

KNOWLEDGE REQUIRED:  

• Pertinent federal, state and local laws, codes, and regulations.
• Principles and practices of budget development and administration.
• Generally Accepted Accounting Principles.
• State of Washington Budgeting, Accounting and Reporting System.
• Cash management, including sound investment practices.
• A thorough knowledge of accounting systems and procedures and a thorough understanding of accounting principles and applications.
• Experience working with public sector accounting practices and procedures highly desirable.
• Internal financial control methods.
• Records management requirements.
• Oral and written communication skills.

SKILLS/ABILITIES REQUIRED

• Work independently with little direction.
• Effective oral and written communication.
• Perform complex payroll and benefits analysis with accuracy; manage sensitive information confidentially.
•  Strong mathematical ability, including advanced spreadsheets and formulas.
• Produce clear, concise, and timely financial reports.
• Extensive computer experience is required, with emphasis on having working knowledge of common software programs, such as Excel, Word, Windows, etc.
• Accurate and proficient use of a 10-key calculator/adding machine is mandatory.
• Must possess the ability to read and interpret documents, to write routine reports and correspondence, and the ability to read and write the English language in a clear and concise manner. 
• Versatility to enable the performance of a variety of tasks. 
• Confidentiality is required in handling certain aspects of this position.
• Establish and maintain cooperative and effective working relationships with city officials, officials of other agencies, city employees and the general public.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Research and analyze data and develop, evaluate and present recommendations.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner
• Set priorities and meet critical time deadlines.
• Physical ability to perform the essential job functions.
• Bilingual preferred.

MINIMUM QUALIFICATIONS:  

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

• Bachelor’s degree in accounting, finance, business, or closely related field preferred. 
• Two (2) years increasingly responsible accounting or governmental finance experience. 
• At least three to five years’ direct payroll and benefits administration experience preferred. 
• Experience with public-sector accounting, Washington BARS, and municipal payroll highly desirable. 
• Valid Washington State Driver’s License. Must maintain acceptable driving record.

LICENSE & OTHER REQUIREMENTS: 

Valid State of Washington driver’s license and driving record acceptable to our insurance provider.Environment
The work is generally performed within an office environment, which may include an open cubicle office setting. Will require occasional trips to other city offices and other agency offices for business purposes, and in inclement weather. Lighting and temperatures are typically adequate, and there are little to no hazardous or unpleasant conditions caused by noise, dust, etc. The noise level in the work environment is usually quiet to moderate. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies/procedures. Performing work in a typical office environment with individual offices, shared office spaces, restrooms, and common areas where ordinary and typical odors, scents, perfumes, and other airborne odors may be present and associated with people congregating, working, and sharing space together. A completely scent-free work environment cannot be maintained or guaranteed. Working in an office environment where cleaning and sanitation products are used in accordance with OSHA, CDC, and other governmental guidelines to reduce or mitigate the risk of exposure to infectious diseases and other easily transmissible viruses and bacteria. Cleaning and sanitation products may emit odors and scents even if designated as scent-free or odor-free.

Physical Demands
Generally working for extended periods of time in a stationary position (possibly up to 60 minutes or more without the opportunity to substantially change positions) while consistently grasping, moving and manipulating documents, office supplies, computer equipment, and other business tools and materials. May require standing and walking, and the ability to intermittently kneel down, stoop, bend at the waist, twist at the waist and reach, or sit for long periods of time. Operate a motor vehicle to visit various City and meeting sites. Must be able to read, write, and communicate clearly. Ability to lift, push, carry or pull materials and objects weighing up to 20 lbs. on occasion using proper lifting techniques. Operate standard equipment for assigned tasks. Good vision to read print and a computer screen. Ability to hear and speak to communicate in person, before groups, and over the telephone. Manual dexterity of hands and fingers to include repetitive keyboarding, grasping and reaching.