Job Description

Posting number: 202201386

Department: Auditor

Job classification: Senior Payroll Specialist

Posting type: Open

Categories: Accounting and Finance, Payroll/Benefits Administration, Audit

Summary

Summary

Under the general direction of the Auditor’s Office Payroll and Benefits Assistant Auditor and Payroll Administrator, the Senior Payroll Specialist is responsible for overseeing and coordinating the more complex aspects of payroll processing, timekeeping, and compliance for Hays County. This position serves as the first line of management in the payroll division and is critical in ensuring the accuracy, timeliness, and compliance of payroll functions. The Senior Payroll Specialist will take on a leadership role within the payroll team, providing guidance, technical expertise, and training to junior staff, while managing more advanced payroll issues and reporting requirements. This role serves as a key liaison between the Payroll and Benefits Assistant Auditor, Payroll Administrator and Payroll Specialist staff, as well as other departments, and requires a strong understanding of payroll systems, regulations, and policies.

Examples of duties

Responsibilities

• Manage Complex Payroll Transactions: Coordinate and oversee complex payroll tasks, including adjustments, deductions, and compliance with all state and federal regulations. Ensure accuracy in payroll processing for both standard and non-standard pay periods, such as overtime, holiday pay, and shift differentials.
• Lead Payroll Processing: Assist in the processing of all payrolls, ensuring completeness and compliance with the County’s policies and procedures. Review payroll data to identify discrepancies and provide necessary corrections.
• Provide Technical Leadership: Serve as the technical expert for the payroll team, providing guidance and troubleshooting assistance on complex payroll issues, including system errors, tax calculations, and timekeeping discrepancies.
• Staff Training and Development: Train and mentor Payroll Specialists, and other team members on payroll systems, policies, and procedures. Assist in cross-training employees in various payroll functions to enhance overall team flexibility.
• Liaison Between Payroll and Other Departments: Work closely with the Payroll and Benefits Assistant Auditor, Payroll Administrator, and departments like Human Resources and other county offices to ensure smooth and compliant payroll processing. Address inquiries from departments or employees regarding payroll, benefits, and timekeeping issues.
• New Hire Documentation: Assist with the coordination of new employee onboarding, ensuring that all necessary payroll documentation is completed, including W-4 forms, direct deposit information, retirement plans, and other necessary payroll forms.
• Compliance Monitoring: Ensure that payroll and timekeeping activities comply with all applicable federal, state, and local labor laws. Assist in monitoring for compliance with FMLA, workers’ compensation, and other related regulations.
• Payroll Reporting and Reconciliation: Assist in preparing and verifying payroll-related reports, including tax filings (e.g., 941 reports, unemployment reports), retirement plan contributions, and escrow accounts. Work with the Payroll and Benefits Assistant Auditor and Payroll Administrator to ensure payroll reports are accurate and completed on time.
• Resolve Payroll Discrepancies: Address and resolve complex payroll issues such as wage calculations, deductions, and employee records. Coordinate with employees, department heads, and Payroll and Benefits Assistant Auditor, and the Payroll Administrator to resolve issues in a timely manner.
• Audit Support: Assist internal and external auditors during audits of payroll records, ensuring accurate and timely information is provided. Support the auditing process by ensuring all required documentation and reports are available.
• Maintain Payroll Systems: Ensure the payroll system is updated with current employee information and compliant with the latest tax and benefits regulations. Troubleshoot and resolve issues with payroll software and systems.
• Escrow and Deduction Management: Oversee the calculation and maintenance of escrow accounts and deductions, such as child support, IRS levies, student loans, and other garnishments. Ensure all deductions are accurate and up to date.
• Payroll Adjustment Requests: Process and monitor payroll adjustments and special payments, ensuring all changes are accurately reflected in employee pay records and in compliance with regulations.
• Assist with Employee Inquiries: Respond to complex employee inquiries related to payroll, including questions about pay discrepancies, deductions, tax withholdings, and benefits. Act as a resource for staff, department heads, and employees regarding payroll issues.
• Communication and Reporting: Communicate changes, updates, issues related to payroll to the Payroll and Benefits Assistant Auditor and Payroll Administrator. Provide input into the development and improvement of payroll procedures and practices.
• Continuous Improvement: Recommend improvements to payroll processes, identify efficiencies, and suggest enhancements to the payroll system or procedures. Stay current on changes in payroll laws and regulations and integrate them into day-to-day operations.
• Confidentiality and Data Security: Maintain a high level of confidentiality regarding payroll information and ensure that all payroll data is protected in accordance with established security protocols.
• Additional Duties: Perform other duties as assigned by the Payroll and Benefits Assistant Auditor or Payroll Administrator to support the efficient operation of the payroll division.

Qualifications

Education and/or Experience

• Associates degree in bookkeeping or closely related field
• Requires three years’ experience in payroll preparation
• Any combination of experience, certification, or education may be substituted on a year for year basis.

Supplemental information

Other Qualifications, Certificates, Licenses, Registrations

• Certified Payroll Professional (CPP) Certification preferred
• Bilingual preferred. (Spanish and English)