CITY PAYROLL SPECIALIST

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 with a breathtaking Art Museum, top-flight arts and 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 a part of an inclusive team of public servants, please consider the following opportunity.

Under the direction of the Payroll Manager, the City Payroll Specialist/Payroll Assistant 3 edits, processes, and pre-audits all data required for the proper operation of the City’s Human Resources System (HRMS) – currently Oracle’s Peoplesoft, transitioning to Workday Enterprise Resource Planning (ERP) System – to ensure the timely and accurate processing of payroll payments to approximately 10,000 City employees. The payroll staff in the Comptroller’s Office, including the incumbent in this position, is the final authority ensuring compliance with the provisions of labor agreements and ordinances covering sworn personnel, non-represented personnel, and management.

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

Payroll Processing, Audit, and Review

· Edit and audit all employee time records, including retroactive and special payments, to ensure that pay is properly computed in accordance with City of Milwaukee ordinances and union agreements.

· Assist Citywide departmental payroll personnel and managers regarding proper methods for processing employee payments through HRMS; adjust and correct leave balances; and answer questions and resolve problems related to employee pay, deductions, leave balances, and other related issues.

· Assist in maintaining all garnishment records, including making HRMS entries, analyzing court records, and calculating withholding, limits, and priority; communicate with affected employees and law offices.

· Review and verify payroll deduction authorizations and updates and related employee records using HRMS.

· Provide extensive filing and maintenance of confidential records including W-4s, WT-4s, garnishment records, union dues authorizations, political cards, and direct deposit authorizations.

· Create, run, and maintain queries in HRMS to be used to analyze and resolve biweekly payroll problems.

· Audit and approve all adjustment cards in Citytime-Adjustments and review aggregate adjustment reports.

· Pre-audit and input biweekly commuting mileage forms submitted from various departments to HRMS and spreadsheet.

· Prepare terminal leave control list to ensure eligibility for payment; cancel appropriate deductions.

· Audit jury duty, military leave, and accrued donor documents to ensure eligibility and proper payment; make updates and entries to related records.

· Serve as the Comptroller’s departmental payroll staff; make additions and updates to Comptroller employees’ job, personal, pay progression, and adjustment data in HRMS; prepare and process personnel reports and requisitions; and send reminders for probation and pay progression reviews.

Data Management and Records Retention

· Maintain summary records for records retention and various payroll-related spreadsheets; sort and distribute payroll reports.

· Examine and inventory payroll checks before delivery to the Office of the City Treasurer.

· Prepare reconciliation letters for distribution (i.e., external agencies).

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.

· Due to the time-sensitive nature of the processing of the City’s payroll, the City Payroll Specialist/Payroll Specialist 3 must be willing and able to work beyond standard business hours as needed.

· The standard schedule for this position is Monday through Friday, 8:00 a.m. to 4:45 p.m., with a 45-minute unpaid lunch break.

City Payroll Specialist

1.    Five years of progressively responsible experience performing complex payroll functions, including auditing and editing payroll records.

Payroll Assistant 3

2.    Four years of progressively responsible experience performing complex payroll functions, including auditing and editing payroll records. 

Equivalent combinations of education and experience may be considered. For example, an Associate Degree in accounting may be substituted for up to two years of the experience.

· Certified Payroll Professional (CPP) designation, offered by the American Payroll Association (APA).

Technical

· Knowledge of mathematics and accounting related to complex payroll functions; ability to make accurate calculations.

· Knowledge of enterprise automated payroll systems and familiarity with payroll data.

· Proficiency using standard computer software and programs such as word processing, spreadsheet, and databases.

· Ability to read, interpret, and apply information based upon work-related documents.

· Analytical skills to gather, research, and review information to determine trends and offer solutions.

· Attention to detail to review the work of others and to ensure accuracy in work and compliance.

Communication and Interpersonal

· Verbal communication skills to convey technical information to both other financial professionals and to those outside the profession.

· Written communication skills to prepare clear and concise business correspondence and reports.

· Ability to effectively communicate with City employees, management, other department payroll personnel, and banking institutions, in person, via phone, and in writing.

· Ability to maintain professionalism in adverse communication situations.

· Ability to work cooperatively, effectively, and fairly with coworkers and other City employees whose backgrounds may differ from one’s own.

· Customer service skills to capably assist employees, payroll assistants, and City managers with payroll inquiries or problems.

Judgment and Responsibility

· Ability to plan and organize work in order to meet strict deadlines.

· Ability to adhere to accepted payroll guidelines, be trustworthy, and maintain the confidentiality of privileged information.

· Ability to work independently and function as part of a team.

City Payroll Specialist

The current salary range (Pay Range 2IN) is $68,244-$86,854 annually, and the current resident incentive salary range for City of Milwaukee residents is $70,292-$89,460 annually.

Payroll Assistant 3

The current salary range (Pay Range 5IN) is $59,996-$72,025 annually, and the current resident incentive salary range for City of Milwaukee residents is $61,796-$74,186 annually.

THE SELECTION PROCESS will be job-related and will consist of one or more of the following: an evaluation of related education, experience, and accomplishments; written tests; interviews; or other assessment methods. The Department of Employee Relations reserves the right to call only the most qualified candidates to performance tests or structured interviews. Information from the selection process will be used to make a hiring decision. Selected candidates will be transferred and/or promoted to the position.

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.

· Applications and further information can be accessed by visiting www.jobapscloud.com/MIL.

· If you would like assistance completing an application, please contact the Department of Employee Relations at (414) 286-3751 or staffinginfo@milwaukee.gov.

· The Department of Employee Relations is located in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

EEO = 202

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