Recruitment #2402-7716DC-001


Located on the western shore of Lake Michigan, Milwaukee is an urban hub bursting with energy. Milwaukee provides a casual sophistication – big city appeal without the big city hassles. We are accessible and affordable, and our residents are welcoming. Milwaukee has evolved through the years, bringing together its unsurpassed charm, top-flight cultural attractions, professional sports, lakefront festivals, recreational opportunities, and great restaurants.

The City of Milwaukee is proud to employ a diverse workforce that is committed to providing exemplary service to the City's residents. If you have a passion for being part of an inclusive team of public servants, please consider the following opportunity.


Payroll Assistants support hiring and onboarding, process payroll, audit reports and databases, implement compensation studies and respond to related inquiries from employees, managers and other City personnel.

There are three titles within the Payroll Assistant series.  The higher levels in the series (Payroll Assistants 2 and 3) perform functions of increasing complexity, requiring additional experience, more advanced knowledge of payroll and human resources functions and the ability to independently reconcile discrepancies, perform complex calculations, and make adjustments. Promotion to the higher-level titles requires successfully passing probation and achievement of advanced competencies.

Eligible candidates who successfully complete the selection process will be placed on the highest-level eligible list for which they qualify.

Essential Functions


Payroll Processing

  • Perform data entry, timesheet verification and payroll calculations.
  • Enter, review, edit, audit and approve time, using the City’s online time entry system.     
  • Maintain and process absence paperwork.  File supporting documentation in personnel and medical files.  Follow up with managers and employees regarding required documentation.
  • Provide employee support in entering personnel/payroll/benefits records using PeopleSoft Human Resource Management System (HRMS). 
  • Prepare payroll hours, salary dollars and benefit adjustments. 
  • Calculate retroactive and special-pay adjustments.
  • Generate and reconcile reports, such as time owed and allowed and the sick leave incentive program.
  • Research and answer phone calls and email; provide written documentation of inquiries from employees or other City departments.
  • Provide support to managers and employees regarding departmental policies and procedures.


  • Perform intermediate to advanced functions in Excel including sorting data, running queries, summarizing data and ability to perform advance functions in Excel, including creation of charts and Pivot tables.
  • Perform queries and summarize data from the payroll and financial systems;
  • Ability to train peers and department members.
  • Audit and reconcile payroll entries.
  • Review and analyze payroll data for accuracy and completeness.
  • Serve as a subject matter expert on payroll matters, proving guidance and training to payroll staff.
  • Perform advanced functions in the City’s payroll system, including editing, deleting and approving time entries, utilizing the Absences and Reports tab and creating new employee entries.
  • Audit and reconcile non-routine and complex payroll issues.
  • Track, enter and audit Time Owed and Allowed (TOAs).
  • Create unique payroll reports.
  • Identify and resolve payroll problems and inconsistencies.
  • Review the work of other payroll staff.
  • Collaborate with human resource and financial staff citywide to address payroll-related issues and ensure seamless processes.

We welcome qualified individuals with disabilities who are interested in employment and will make reasonable accommodations during the hiring process in accordance with the Americans with Disabilities Act (ADA) of 1990, as amended by the Americans with Disabilities Act Amendments Act (ADAAA) of 2008.

Conditions of Employment

  • Ability to exert up to 10 pounds of force occasionally. 

Minimum Requirements

Payroll Assistant 1:

  • Two years of progressively responsible payroll and/or accounting experience.

Payroll Assistant 2:

  • Three years of progressively responsible payroll and/or accounting experience, including one year performing payroll functions in a complex environment (comparable to the Department of Public Works (DPW)) that includes multiple shifts and titles, pay codes and the creation of reports and queries.

Payroll Assistant 3:

  • Four years of progressively responsible payroll experience in a complex environment (comparable to the DPW) that includes multiple shifts and titles, pay codes and the creation of reports and queries. 

Equivalent combinations of education and experience may be considered.

NOTICE: Please do not attach your academic transcripts to your employment application. The hiring department will verify candidates’ education as part of the background screening process prior to extending any job offers.

Desirable Qualifications

  • Certified Payroll Professional.

Knowledge, Skills, Abilities & Other Characteristics

Advanced mastery of the listed KSAs below is required for the Payroll Assistant 2 and 3 titles.


  • Ability to identify and resolve time entry and payroll-related issues.
  • Knowledge of mathematics and attention to detail to calculate salary adjustments and formulas.
  • Ability to learn and efficiently utilize the City’s payroll-related systems, including PeopleSoft (HR), the Financial Management Information System (financials) and timekeeping (CityTime).
  • Ability to learn and accurately apply payroll processes and procedures.
  • Ability to read, understand, explain and apply benefits, payroll deductions and leave policies and procedures, and departmental and city-wide policies.
  • Ability to perform accurate data entry and mathematical calculations.
  • Ability to proficiently use software programs such as word processing, spreadsheet, and payroll databases to create documents, spreadsheets, charts and reports.
  • Ability to learn and accurately apply state and federal payroll compliance requirements.
  • Ability to maintain accurate and detailed records.
  • Ability to read and interpret job-related documents such as City Ordinances, State and Federal labor regulatory policies, procedures, and forms.
  • Ability to effectively learn and use the scheduling module in CityTime or a comparable system.

Interpersonal/Customer Service/Communication

  • Knowledge of customer service best practices and the ability to incorporate them into operations.
  • Ability to communicate effectively verbally to explain policies, procedures and payroll transactions to employees at all levels of the organization.
  • Written communication skills to produce error-free correspondence, accurately applying the conventions of grammar, punctuation and spelling.
  • Ability to communicate with culturally diverse individuals at all levels inside and outside the organization.

Critical Thinking/Judgment/Professionalism

  • Ability to work well independently and as a team member.
  • Ability to perform work with a high degree of accuracy.
  • Ability to think critically and analytically.
  • Ability to work effectively under pressure and tight time constraints.
  • Integrity and the ability to maintain complete confidentiality.
  • Ability to handle multiple projects with varying and often tight deadlines.
  • Honesty, integrity and the ability to use City resources responsibly.
  • Initiative and dedication to process improvement.
  • Ability to exercise judgment, discretion, and tact in handling confidential payroll and personnel matters.
  • Impeccably detail oriented.

Payroll Assistant 2 and 3

  • Ability to serve as a subject matter expert on Chapter 350 of the Milwaukee Code of Ordinances, City Service Rules and the Salary Ordinance.

Current Salary

Payroll Assistant 1

  • The current salary range (PR 5GN) is $54,418- $60,642annually, and the current resident incentive salary range for City of Milwaukee residents is $56,051-$62,461.

Payroll Assistant 2

  • The current salary range (PR 5MN) is $57,139- $64,316 annually, and the current resident incentive salary range for City of Milwaukee residents is $58,853-$66,246.

Payroll Assistant 3

  • The current salary range (PR 5NN) is $59,996- $68,214 annually, and the current resident incentive salary range for City of Milwaukee residents is $61,796-$70,261.

The City of Milwaukee provides a comprehensive benefit program that includes the following:

  • Defined Benefit Pension Plan
  • 457 Deferred Compensation Plan
  • Health and Dental Insurance
  • Paid Parental Leave
  • Comprehensive Wellness Program
  • Onsite Clinic Services
  • Onsite Employee Assistance Program
  • Alternative Work Schedules
  • Long Term Disability Insurance
  • Group Life Insurance
  • Tuition Benefits
  • Paid Vacation
  • 12 Paid Holidays
  • Paid Sick Leave and other paid leaves
  • Flexible Spending Arrangement
  • Commuter Value Pass

For full details of the benefits offered by the City of Milwaukee, please visit

Selection Process

THE SELECTION PROCESS will be job related and will consist of one or more of the following: an evaluation of education, experience and/or responses to supplemental questions; a written or performance test, a structured interview, or other assessment methods. The Department of Employee Relations reserves the right to call only the most qualified candidates to structured interviews and performance examinations. Structured interviews may include written exercises. Selection process component weights will be determined by further analysis of the job.

INITIAL FILING DATE - The selection process will be held as soon as practical after the deadline listed above. Receipt of applications may be discontinued at any time after this date without prior notice. However, recruitment may continue until the needs of the City have been met. Qualified applicants will be notified of the date, time, and place of the selection process components. Unless otherwise required by law, the City of Milwaukee will not provide alternative selection process dates or times. The applicant is responsible for attending all phases of the job selection process at the time and place designated by the City of Milwaukee.

Additional Information

  • Applications can be accessed by visiting
  • If you would like assistance completing an application, please contact the Department of Employee Relations at (414) 286-3751 or
  • The Department of Employee Relations is located in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.


EEO 303

The City of Milwaukee values and encourages diversity and is an equal opportunity employer.