CITY OF OVERLAND PARK - POSITION DESCRIPTION

The Assistant Payroll and Benefits Manager serves in a strategic support role within a fast-paced, time-sensitive, and results-oriented Department. The Assistant Payroll and Benefits Manager facilitates the Payroll Department and Benefits activities with subordinate staff to ensure accurate payroll and benefits processing. This position demands a self-starter who performs at a high level under tight, recurring deadlines. Attention to detail and the ability to continuously learn from past results and adapt to the ever-changing federal, state & payroll framework are also key to the position's success. The Position also collaborates with the executive leadership, employees, and department heads to support the City's Payroll, Pension & Benefits operations & objectives. Key areas of responsibility include, but are not limited to, the effective use of complex, integrated electronic information technology applications as they relate to payroll and benefits; oversight of payroll and benefit processing functions and identification, maintenance, improvement, and implementation of the payroll and benefits system and its internal controls. Knowledge and compliance with federal and state laws and contracts, the Kansas Employee Retirement System (KPERS), and other pension legislation is also necessary, along with supporting and implementing the City's policies and procedures.

DUTIES AND RESPONSIBILITIES:

Performs maintenance of an accurate, efficient Payroll system in compliance with federal (i.e. FLSA, FMLA), state, Memorandum of Understanding contracts, KPERS and other pension legislation as it relates to the payroll module.

Physical on-site presence, including regular attendance and punctuality, is an essential function of this position. Your supervisor must approve any changes or adjustments to your assigned work schedule or shift hours in advance.

Programs and tests the payroll and benefits system enhancements, upgrades, and changes and resolves any technical programs with the payroll system vendor, ensuring data integrity is not compromised.

Provides configuration, data maintenance, and security support for time and labor application.

Serves as an “agent of change” in support of new efforts in tandem with HR, Information Systems Department, and Accounting, including increasing efficiency and convenience.

Creates documentation/procedures and user job aids to assist in the training of department resources and communication of time and labor application and/or process changes.

Manages user's access and compliance to established time and attendance policies as it relates to time and labor application.

Takes ownership of functional issues by identifying underlying problems, analyzing potential solutions, and implementing system resolutions, including workarounds. Document solutions.

Controls all interface uploads, downloads, compiles and arranges data from diverse and various internal and external sources city's.

Maintain the quality, efficiency and overall effectiveness of the payroll system functions and internal controls, to increase accuracy and decrease risk of fraud and errors.

Strong documentation skills; including the ability to document current systems & procedures and the rationale behind past solutions & decision points.

Oversee record retention compliance of standard payroll reports as required by Federal and State laws as well as the established City retention policy.

Assists with the supervision/training of payroll staff and ensures the department's goals and direction support the City's goals and vision. This involves participating in training, motivating, and evaluating payroll members' performance.

Supports internal and/or external auditors in the performance of their work by producing schedules/documentation and answering questions involving City policies and procedures that will assist the auditors in the completion of their work.

Regular and reliable attendance and performance are required.

GENERAL QUALIFICATIONS

EDUCATION AND/OR EXPERIENCE:

A Bachelor's degree in Business Administration, Finance, Public Administration, Accounting, or in any related field. Qualifying experience may be substituted on a year-for-year basis in lieu of Education. However, direct supervisor or management experience in payroll and/or benefits of personnel cannot be substituted.

A minimum of six years of in-house payroll processing and reporting requirements for federal, state and public agency pension authorities in organizations of 500+ employees.

A minimum of five years of recent related supervisory and/or managerial level of Payroll and/or benefit employees.

Experience with timekeeping implementation in a unionized environment &/or public sector payroll accounting is highly desirable.

Required License:

Must possess and maintain a current, valid driver's license and satisfactory driving record.

CPP (Certified Payroll Professional) and/or CBP (Certified Benefits Professional) are desirable certifications.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Working Knowledge of:

Federal, State, local laws, collective bargaining agreements and deferred compensation plans

Laws, rules and regulations governing the preparation and processing of voluntary pre- and post-tax deductions, and involuntary deductions, calculation of employee taxes, tax reporting, record retention and payroll accounting

Principles and practices related to system development, implementation and maintenance, and the ability to comprehend technical concepts, programming language, calculation codes, and system documentation.

Automated time and attendance systems and automated payroll systems and reporting.

Skill in/Ability to:

Demonstrate proactive problem-solving skills for creative solutions and a strong commitment to customer service.

Writing business correspondence, reports, policies, and recommendations.

Demonstrate exceptional attention to detail and accuracy. Confidentiality is also vital.

Analyze systems and develop processes to ensure Payroll and benefit programs & procedures align with City policy.

Work independently and effectively under pressure to meet deadlines

Interpret and consistently apply policies and procedures

Formulate and express ideas professionally, clearly and concisely, both orally and in writing

Adapt to constantly changing circumstances and priorities

Demonstrate diplomacy with all employees, both intra-departmentally & inter-departmentally, in the course of work.

Demonstrate advanced proficiency using personal computers and applicable software (Microsoft Word, Excel, Outlook, Internet research, report writing programming software).

PHYSICAL REQUIREMENTS:

Ability to work onsite Monday-Friday 8AM - 5PM

Mobility to work in a typical office setting.

Ability to communicate in person and over the telephone.

Ability to read printed materials and a computer screen.

Ability to travel to City facilities.

Routine use of computer, phone, and other office equipment.

Hand and eye coordination adequate to input data into computer.

Visual stamina and acuity adequate to review alpha/numeric data and to spend long periods looking at computer screen.

Ability to sit and be attentive for extended periods.

MENTAL REQUIREMENTS:

Ability to recognize and protect confidential information.

Logical reasoning; sound judgment; and the ability to deal with sensitive situations in a tactful, empathetic manner.

Ability to learn and understand PC software applications.

Ability to work in a hectic environment with many interruptions.

Concentration.

Alpha and numeric recognition.

Ability to read and comprehend City policies and employee benefit plan documents.

Ability to meet deadlines.

Ability to prioritize multiple tasks.

Ability to analyze complex problems and recommend solutions.

SUPERVISORY RESPONSIBILITY (Direct & Indirect):

Payroll and Benefits Team

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designated to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to the job.