Payroll Supervisor

JOB This position is responsible for all payroll processing operations of the County.
This encompasses reporting to external agencies regarding wages, taxes withheld on all employees, and supervising payroll support staff.
This position will work under supervision of the Accounting & Financial Reporting Manager, as well as work in collaboration with the Deputy Director of Finance and Finance Director.
EXAMPLE OF DUTIES Oversees bi-weekly payroll processing and disbursements to employees and vendors, along with all subsequent reporting to third-parties using the County’s separate centralized timekeeping and payroll systems.
This position will be hands-on and be knowledgeable of federal and state regulations, including wage and hour, tax, garnishment and reporting laws to ensure the County is compliant with federal and state agencies.
Monitors payroll records to ensure accuracy and timely submission and payment of withholdings; researches and reconciles accounts or funds as needed or as assigned.
Assists with the development of various HR payroll processes that meet the future needs of the County using knowledge of the business process and the related platforms’ functionality for implementation.
This will include but is not limited to: remuneration/tax/insurance calculations, benefits administration, and workflow.
Responsible for ensuring timely payment and reporting.
This is to include retirement, taxes, bi-weekly and quarterly state and 941 reports, year-end reports, and processing of W-2’s.
Calculates garnishments and files reports with court and provides information to HR for set up of mandatory deductions.
Performs bi-weekly verification of voluntary deductions and initiates check process for payment of garnishments and insurances.
Works with all divisions and departments while verifying and reviewing payroll entries, reconciling and correcting errors and closing out payroll records bi-weekly/monthly/annually.
Responsible for adjusting and/or correcting prior payrolls as necessary ensuring payroll records are accurate with third parties.
Assist staff with troubleshooting payroll problems by providing input, guidance and expertise.
Solves predominantly complex payroll problems.
Interpret County personnel regulations, bargaining unit contracts and other payroll rules and regulations to ensure compliance when processing payroll.
Assist with the maintenance of a fully automated payroll system that is compliant and meets all local, state and federal laws.
Maintain and update the electronic timekeeping system to evaluate and create new pay codes to ensure compliance with policy or legal requirement changes.
Ensuring the system meets the payroll requirements each week by: auditing, balancing and recording.
Monitor payroll task workflows and productivity to recommend process improvements for appropriate management approval.
As well as follow through and completing improvements when approved.
Provide proper training to staff responsible for payroll.
This includes preparing documentation for end-users related to payroll entry, generation and preparing reports.
Act as liaison to outside agencies and contacts to coordinate exchange of data when necessary.
This includes but is not limited to communicating with pension administrators, actuaries, and auditors.
Conduct quarterly meetings with department payroll personnel to review policies, procedures, answer questions, and address concerns.
Develop and conduct training and instruction to County-wide staff and assists departments with questions, research and resolution of issues.
Ensures high level of customer service standards.
Annually completes review and updating of payroll policies and procedures desk manuals for all staff.
This includes ensuring the accounting manual is also updated for this section and using best practices and knowledge of internal or external business issues to improve payroll processes.
Analyze management fiscal and control practices and develop written procedures for the payroll team.
This position is responsible for assigning and reviewing documentation of all standard operating procedures to staff.
Analyzes complex financial information and reports to provide accurate and timely recommendations to management for decision-making purposes.
Conducts independent research and applies analytical and problem solving skills to lead and complete numerous and diverse highly complex special projects.
Plans, coordinates, schedules, assigns and reviews work and maintains work standards for Payroll staff.
Prepares annual work plan documents for staff and evaluates staff; makes recommendations affecting employee status including, retention, advancement, discipline and recognition; evaluates staff performance and administers appropriate performance counseling and disciplinary action.
Reviews, develops, and/or modifies work plans, methods, and procedures, determines work priorities, develops work schedules to provide adequate staff coverage, and approves leave and timesheets.
Provides work instruction, assists employees with difficult and/or unusual assignments, and encourages innovation.
Assigns and distributes work, reviews work for accuracy and completeness, and returns assignments with recommendations for proper completion.
Resolves problems, mediates conflicts encountered during daily operations, determines appropriate solutions, and promotes teamwork.
Encourages regular communication and informs staff of relevant business issues and their impact on the organization.
Performs other related duties as required.
Knowledge/ Skills: Skill in effective communication both verbally and in writing; effective mediation skills and ability to deal tactfully with controversial matters; excellent organizational and interpersonal skills; computer proficiency with MS Office and Windows; must be able to type rapidly and accurately to produce documents/spreadsheets; perform data entry as necessary to accomplish the essential functions of the position; use of technology, equipment and software typically used in the office environment.
Knowledge of advanced accounting theory, principles and practices and their application to payroll transactions and/or problems.
Ability to handle a multitude of details and multi-tasks on a daily basis.
Ability to read, analyze, and interpret complex and sensitive documents; to include applicable federal payroll law, public finance statutes, ordinances, and bargaining unit contracts and related laws.
Ability to establish and maintain effective working relationships with departments, administration and elected officials.
Ability to plan, schedule, direct, review, act in an independent manner, respond quickly and accurately, maintain confidentiality, make operational and policy recommendations; and analyze and take effective action.
SUPPLEMENTAL INFORMATION Working Conditions: Work is performed in an office setting.
Work schedule may include evening, weekend and irregular hours.
May be required to travel rarely.
While performing the duties of this job, the employee regularly is required to stand, walk, and sit; use hands to finger, handle or feel; reach with hands or arms; stoop, kneel, crouch, or crawl; and talk or hear.
Clarity of vision at short distance is required.
May lift up to 20 pounds.
May be exposed to CRTs and VDTs.
Conditions of Employment: Selected candidate must submit to and pass a County paid pre-employment physical and drug/alcohol screening.
Additionally, selected candidate must submit to and pass a county paid criminal background screening.
Selected candidate must possess and maintain a valid New Mexico Class D Driver’s License as incumbent shall be appointed to drive a County vehicle during the performance of his/her duties.