Job Description
GENERAL RESPONSIBILITIES
Under direction of the Finance Director, this position is responsible for maintaining financial records, processing transactions, and assisting the accounting department with various tasks to ensure accurate financial reporting. This position is also responsible for being a backup to processing the bi-weekly, monthly, and special payrolls in accordance with applicable state and federal laws and city personnel policies, maintaining employee personnel payroll files and preparing state and federal filings and year-end processing.
EXAMPLES OF WORK
- Prepare recurring, non-recurring and adjusting journal entries as assigned as well as month end and year end entries.
- Prepare monthly financial reports, generate statements that confirm the accuracy of financial data.
- Create and reconcile schedules to the general ledger balances. Maintain supporting documentation.
- Preparation and processing of bi-weekly payroll for city employees, monthly payrolls (elected officials), and special payrolls as needed.
- Guarantee precision of the organization’s payroll by reviewing employee time entry including hours worked, vacation, sick and personal time taken and other hours codes as appropriate of approved timesheets.
- Evaluate payrolls for conformity with organization’s budget, staff wages and policies.
- Prepare payroll reports and deposits for federal, state, Medicare and Social Security contributions as well as other withholdings such as section 457 plans, pensions, and wage deductions. File Federal and State withholding reports on a timely basis.
- Compile and generate W-2’s and 1099’s at year-end and file all necessary reports in accordance with prescribed federal and state government requirements.
- Provides auditors with various detailed information, i.e. schedules and processes for the annual audit. Conduct audit of payroll procedures and performing corrective actions as required.
- Prepare monthly IMRF report and payment.
- Follows city-wide and departmental safety rules and practices.
- Assists in monitoring payroll practices in compliance with DOL and IRS regulations.
- Assists in the general duties of the accounting division as needed.
- Performs other duties as assigned.
REQUIRED KNOWLEDGE AND EXPERIENCE
- Proficiency in accounting software, financial modeling, and knowledge of financial regulations and practices.
- Familiarity with payroll and word processing software
- Minimum of two (2) to four (4) years of experience
- Broad knowledge of payroll laws and procedures
- Working knowledge of office practices and procedures
- Working knowledge of operation of a computer in a network environment and use of internet
- Working knowledge of Microsoft Excel or similar spreadsheet application
- Working knowledge of Microsoft Word or similar word processing application
- Ability to deal with vendors, employees, departments and other parties courteously and tactfully
- Ability to maintain confidential information
- Ability to schedule and organize work effectively and efficiently
- Ability to communicate effectively in verbal and written form
EDUCATION AND TRAINING
College coursework in book keeping, accounting or an equivalent combination of experience and training.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to reasonably perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; and talk or hear. The employee is occasionally required to walk.
The employee must occasionally lift and/or move up to 20 pounds; specific vision abilities required by this job include close vision, color vision and the ability to adjust focus.
WORKING CONDITIONS
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work is performed primarily in an office setting. The noise level in the work environment is moderate.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
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