Payroll & Benefits Manager

Summary

The Payroll/Benefits Manager manages all aspects of Payroll, workers compensation, leave of absences, on-boarding, off-boarding paperwork, employee benefits, and assists with civil service recruiting. This position performs a variety of payroll accounting functions involving entering and validating data, processing documents and transactions, and providing customer service as needed. This position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to customer issues. Independent judgement and decision making is essential to meeting the requirements of this position. Regular attendance is an essential function of this job to ensure continuity of services. The Payroll/Benefits Manager must be well organized and use time in an effective and efficient manner. This position must maintain the utmost confidentiality in dealing with employees, employee records, payroll documents, projects, paperwork and Human Resources information. This Payroll/Benefits Manager must be able to communicate effectively with supervisors, management, city employees, other agencies, and the public. This position must be able to handle various requests for information and provide clarification for employees and public during the workday in an effective and efficient manner.
This is a full-time exempt position reporting to the Assistant Human Resources Director. The position will use independent judgment and discretion over payroll, leaves of absences, workers compensation, and benefits processing. To perform this job successfully, the Payroll/Benefits Manager must be able to perform each essential function satisfactorily.

Essential Duties and Responsibilities

Payroll/Reporting

• Bi-Weekly processes payroll and related transactions in compliance with all applicable Federal, State and city rules, regulations and ordinances; maintains information system database; enters data into computer systems accurately and in a timely manner, validates data and compiles documentation. Reviews and edit reports, makes corrections, balances entries, prepares direct deposit/checks and generates summary reports. Generates payroll reports for governmental agencies, reviews and makes changes to employee information for tax deductions and benefit deduction, wage assignments, federal and state levies, and child support garnishments. Must be able to identify and resolve payroll problems before payroll is issued.
• Generates various special and recurring reports utilizing the city computer system which compiles hours worked and updates & revises leave balances according to information provided by departments; traces transactions through various steps and processes to locate discrepancies; notifies department directors of errors and incorporates corrections ensuring that all figures balance; assures that all deductions for Federal tax, FICA, Medicare tax, workers compensation, deferred compensation plans, and other deductions are made and submitted to appropriate agencies in a timely manner.
• Prepares quarterly tax reports and provides information for any grant reimbursement or billing accurately and according to time requirements set by finance or other government entities. Prepares annual W-2s, and state and federal transmission reports.
• Responsible for answering wage garnishment paperwork, and tax levy paperwork accurately and by deadlines. Conducts regular reviews to ensure payroll records are maintained in compliance with legal requirements and local policy.
• Generates payroll checks; prepares and submits information regarding direct deposit and ensures delivery to various financial institutions; sorts payroll checks and distributes to departments according to established guidelines.
• Responds to employee questions and complaints regarding payroll and deductions by researching payroll files and records; receives payroll complaints and attempts to resolve them; explains payroll procedures and policies; explains the proper use and completion of forms and documents; refers matters requiring policy interpretation to supervisor for resolution.
• Acts to ensure compliance with FLSA and other applicable statutes and regulations related to payroll.
  Policies/Procedures
• Assists with the development and implementation of HR related policies and procedures; provides departmental and city-wide policy interpretation.
• Recommends new approaches, policies and procedures to effect continual improvements in efficiency of the department.
• Performs research and analysis on special Human Resources projects, prepares reports based on the findings and results as required; assists in policy administration including researching and interpreting regulations, and advising on policy development and implementation issues.
• ACA oversight and coordination.
  Onboarding
• Conducting employee orientation to on board employees with organizational culture, benefit enrollment, timecard enrollment and payroll overview.
• Assists applicants and employees with processing and completion of personnel related documents; provides instruction and assistance on various forms; addresses basic questions regarding benefits, policy and procedures, and other personnel issues within scope of authority; maintains absolute confidentiality of all work-related matters, personnel records and information.
• Processing newly-hired employees, create electronic files, coordinates orientation schedules, answers questions, and helps with completing all necessary forms, examinations and tests; reviews documentation for accuracy, completeness and conformance with established regulations and procedures.
  Benefits/Billing
• Processes retiree billing as well as benefit billing and reconciliation.
• Reconciles and prepares monthly billing for benefits and retirement. Conducts audits to ensure charges are aligned with payroll deductions.
• Responsible for maintaining up-to-date knowledge of employee benefit provisions and eligibility requirements for Health, Dental, Vision, Life, and Voluntary insurance products and insurance benefits. Answer employee questions regarding insurance benefits and researching claims. Schedule open enrollment periods and meetings with Insurance Broker, figuring insurance premiums, and any changes in insurance benefits.
• Coordinates benefits open enrollment and year-round enrollment for employees, work with benefits consultants, and assist with insurance committees each year.
• Processes retiree benefits billing in accounts receivable for medical, dental and vision coverages for retired employees
• Processes leave of absences for city employees such as Family and Medical Leave Act and discretionary leaves of absences.
  Offboarding
• Assists with exiting employees with retirement paperwork, insurance questions, exit interview questionnaire and closing out employee files and service with the City.
  Recording Keeping/Retention/HRIS Management
• Performs various administrative functions within the Human Resources Department including routine clerical duties such as typing, creating memos, drafts correspondence, transcribing various meetings or interviews, filing, creating filling systems, moving documentation to electronic database and record keeping; performs data entry functions related to employee tracking, records maintenance and database management. Works on transferring paper documents to electronic records and complies with the retention and destruction policy. Provide day-to-day support to employees and supervisor in the area of human resources, payroll and performance reviews.
• Daily, enters data into computer systems accurately and in a timely manner, and maintains Human Resources information system database; assesses and validates data, compiles documentation, assists in enrolling employees into the benefit programs, completing all forms, entering them in the Human Resources Information System and the providers systems.
• Promptly maintains and updates all personnel files with correct address, phone numbers, wages, training, evaluations, and all other information contained in an employee's personnel file and in the Human Resources Information System.
  Other Responsibilities
• Notify Human Resources Director of any real or perceived problems related to Human Resources or payroll matters.
• Demonstrate continuous effort to improve operations, streamline work processes and work cooperatively and jointly with supervisor, management, customers, employees, other agencies, and auditors.
• Maintain a working knowledge of federal and state employment laws and regulations.
• Ability to recognize and keep confidential information private.
• Must maintain a high level of computer abilities and keep up with changing technology.
• Attend meetings, trainings, and workshops as needed.

The above statements are not a complete list of all responsibilities and duties performed by employees in this job. As a condition of employment, employees are required to perform other related duties and special projects as assigned.
Supervisory Responsibilities
This job has no supervisory responsibilities.

Education and/or Experience

• Bachelor's degree in Human Resources with a minimum of 3 years’ experience working in governmental human resources or an equivalent combination.
• Knowledge of laws and regulations related to human resources.
• Working knowledge of HRIS systems, including payroll systems.
• Strong analytical, problem solving and attention to detail skills sufficient to identify trends and needs, and to research and develop innovative proposals, solutions and programs
• Strong Microsoft Office skills (Word, Excel & Power Point)
• Excellent communication skills with ability to obtain information and explain policies and procedures both verbally and in writing, using appropriate vocabulary and grammar.
• Ability to handle highly sensitive and confidential information.
• Ability to gather data from multiple sources, assess quality and appropriateness, recommend potential solutions; and present in clear and understandable formats for various audiences.
• Ability to work independently, plan and organize work to meet deadlines.
• Ability to establish and maintain effective working relationships.

Certificates, Licenses, Registrations

This position requires a valid Texas driver’s license to successfully perform the position. Various buildings are located in the city which will require driving to destinations to perform job functions. Prefer certification in payroll and benefits administration to validate knowledge of required processes and procedures.

The City of Lancaster offer a complete benefits packeage to full-time employees which includes: health care; paid holidays, vacation time, sick leave, retirement, longevity, tuition reimbersemet and more.

To learn more details, vist our benefits page.

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• City of Lancaster

• 972-218-1300

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