Payroll Specialist

Description

When you come work for the City of Coconut Creek, although you’re assigned an employee number, you’re not treated like one. With an average of 10 years of service (some as many as 30-plus!), our employees know they can transform their careers in Coconut Creek, the “Butterfly Capital of the World.” Today you may be applying to our Payroll Specialist position, but tomorrow that role could lead to Payroll Manager, or even Director of Finance & Administrative Services! And in the days, months and years in between, you’ll be treated like family and invited to participate in fun events like Public Service Recognition Week, Halloween costume contests, holiday luncheons, wellness fairs, meditation sessions, chair massages, themed dress-up days, charitable causes, and so much more!

The City of Coconut Creek has been spotlighted as one of the “Best Cities to Live in America” by Money Magazine and a Top Ten Place to Live in Florida by Movoto and NerdWallet. This past year, we were awarded the Honorable Culture of Well-Being by Cigna and ranked #7 Healthiest Employer to Work For in the medium-sized company category by South Florida Business Journal. Our City is home to the Seminole Casino Coconut Creek, Butterfly World, and the Coconut Creek Promenade. Every one of our business owners and 59,000 residents rely on our awesome 400+ employees. Are you ready to be one of us?

If you are interested in making a difference in the lives of others and serving the public; if you are innovative, progressive, dedicated, and looking for a workplace where you belong, consider applying to join our Coconut Creek family.

POSITION SUMMARY: Performs senior-level technical or specialized payroll related work, data entry, and administrative support tasks. Work is performed under limited supervision with moderate latitude. Position relies on experience and exercises independent judgment to determine the best approach by using and interpreting policies and procedures.

HOURS OF WORK: Monday-Thursday from 7:00 a.m. - 6:00 p.m.

Essential Duties and Responsibilities
EXAMPLES OF ESSENTIAL FUNCTIONS:
The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the classification. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

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Processes bi-weekly payroll and employee payroll transactions such as retroactive payments, tax withholding changes, direct deposit changes, garnishments, and benefit deduction changes

• Audits time clock and leave entries for accuracy, reasonableness, and compliance with union contracts, City policies, labor and federal/state laws
• Prepares timekeeping reports for managerial approval
• Enters leave requests, time clock entry adjustments, and other related corrections in the timekeeping and scheduling system
• Reviews, validates, and reconciles employee timekeeping records in accordance with employee schedules
• Responsible for the special detail billing process, including the tracking of pay requests, monitoring schedules and reconciling billing issued to clients
• Facilitates communication between employees and all the special detail billing liaisons
• Analyzes contracts to ensure processes comply with the applicable provisions
• Communicates with employees regarding paycheck inquiries such as payouts, vacation records, deductions, reimbursements, and any other payroll issues
• Manages workflow to ensure all payroll transactions are processed accurately and timely
• Collaborates in preparing and calculating final pay for terminating employees, including payout of unused leave time, stipends, and others as applicable
• Maintains current knowledge of labor and tax laws, as well as provisions in the collective bargaining agreements through training, review and research
• Provides assistance with post payroll tasks including payroll reconciliation reports for quarterly filings and electronic record keeping procedures
• Runs various payroll reports and provides support completing the monthly retirement audit reports
• Participates in the implementation of system and process improvement initiatives
• Collaborates in the preparation of the annual payroll budget
• Assists with quarterly and year-end processes
• Performs other duties as assigned and/or required

Qualifications

MINIMUM QUALIFICATIONS:
Associate's Degree or at least sixty (60) credit hours; supplemented by at least three (3) or more years' experience in payroll; or an equivalent combination of education, certification, training, and/or experience may be considered. Previous Police or Fire payroll processing experience is preferred.

Supplemental Information
KNOWLEDGE, SKILLS, AND ABILITIES:

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Knowledge of payroll process and procedures and associated labor laws and federal/state regulations

• Ability to perform arithmetic computations accurately and swiftly
• Ability to complete reconciliations
• Ability to adapt and rapidly learn new software
• Ability to use critical thinking skills to arrive at solutions and suggest improvements to processes
• Skill in Microsoft Office products (Word, Outlook, and Excel)
• Skill in providing professional and effective customer service
• Ability to multi-task while working with tight deadlines and shifting priorities
• Ability to analyze and define problems, identify alternative solutions, estimate consequences of proposed actions, and implement recommendations in support of goals
• Ability to organize work for timely completion
• Ability to clearly communicate and understand information in English, both orally and in writing
• Ability to establish and maintain effective and cooperative working relationships with those contacted in the course of work
• Ability to regularly attend work and arrive punctually for designated work schedule

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PHYSICAL REQUIREMENTS: *
Depending on functional area of assignment, tasks involve the ability to exert light physical effort usually involving some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds). Usually involves some climbing, balancing, stooping, kneeling, crouching, crawling, walking or standing. Tasks may involve extended periods of time at a keyboard or work station.

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ENVIRONMENTAL REQUIREMENTS: *
Tasks are regularly performed inside without potential for exposure to adverse conditions, such as dirt, dust, pollen, odors, fumes and/or poor ventilation, wetness, humidity, rain, temperature and noise extremes, machinery and/or moving vehicles, vibrations, electric currents, animals/wildlife, toxic/poisonous agents, gases or chemicals, oils and other cutting fluids, violence and/or disease, or pathogenic substances.

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SENSORY REQUIREMENTS: *
Some tasks require manual dexterity, in addition to visual and hearing acuity. Some tasks may involve identifying and distinguishing colors.

The job description does not constitute an employment agreement between the City and employee and is subject to change by the City as the needs of the City and requirements of the job change.

The City of Coconut Creek is an Equal Opportunity Employer. In compliance with United States Equal Employment Opportunity guidelines and the Americans with Disabilities Act, The City provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

CITY OF COCONUT CREEK
BENEFIT SUMMARY FOR CIVIL SERVICE (NON-EXEMPT) PERSONNELHOLIDAYS* - *10 paid full-day holidays and 2 paid half-day (Christmas Eve and New Year's Eve) holidays per year.

PERSONAL LEAVE* - *16 hours/year (prorated the first year of employment based on hire date); does not roll over.

VACATION LEAVE* - *Employees earn vacation leave from the date of hire based on the following schedule:

• < 4 years of service: .0385 hours per each regular paid hour (80 hrs./yr.)
• 4+ years of service: .0577 hours per each regular paid hour (120 hrs./yr.)
• 7+ years of service: .0770 hours per each regular paid hour (160 hrs./yr.)
• 10+ years of service: .0962 hours per each regular paid hour (200 hrs./yr.)

Maximum accumulation is 200 hours as of the last day of the pay period including November 1 each year for employees with fewer than 10 years of service. Maximum accumulation is 240 hours as of the last day of the pay period including November 1 each year, with up to 80 excess hours payable per year, for employees with at least 10 years of service.

SICK LEAVE* - *Employees earn 0.0462 hours of sick leave for each hour of regular paid service. Accumulations in excess of 520 hours are paid out annually at a 50%, 75%, or 100% conversion rate depending on years of service.

GROUP INSURANCE PROGRAM

For each employee, the City pays the premiums for $20,000 Basic Life insurance, $20,000 AD&D, and Long and Short-Term Disability, and contributes towards the total premium for medical insurance. For employees selecting the High Deductible Health Plan (HDHP), employee-only medical insurance coverage is paid 100% by the City’s contribution. Most employees who enroll in the City’s HDHP are eligible to participate in a Health Savings Account (HSA). For those selecting a medical plan with higher premiums, dependent coverage, and/or optional benefits, employee contributions are made through bi-weekly payroll deduction. Eligibility for coverage is the first of the month following thirty (30) days of full time employment.

Proof of medical coverage is required for full-time City employees. However, employees may opt-out of the City’s group medical insurance and receive a pre-determined dollar amount paid bi-weekly through payroll. The City’s insurance program includes a Section 125 Program, which allows eligible employees to pay for medical and dental insurance, dependent health coverage, HSA Contributions (if eligible), additional life insurance, some AFLAC policies, etc., and any other eligible insurance premiums with pre-tax dollars, and/or set aside pre-tax dollars for unreimbursed medical, dependent or elder care. Certain optional benefits, such as Legal Shield, Identity Shield, certain amounts of life insurance and some AFLAC plans, must be paid on a post-tax basis. All payments are made bi-weekly by payroll deduction. Changes to selections may only be made during qualifying periods.

PENSION/RETIREMENT PLAN

The City participates in the Florida Retirement System (FRS), which offers a choice of either a Pension Plan (defined benefit) or an Investment Plan (defined contribution). The City contributes an amount to the selected plan that is determined by the State Legislature. In addition, employees contribute 3% through a pre-tax payroll deduction. The Pension Plan benefit is determined by multiplying the Regular Class rate of 1.6 times the years of FRS service times the average of the employee's highest paid eight (8) years of salary. The Investment Plan benefit is based on the performance of selected funds over time. Employees in the Pension Plan are vested after eight (8) years of service; vesting is after one (1) year of service for the Investment Plan. Normal Retirement for the Pension Plan is age 65 with 8 years of Regular Class service, or 33 years of Regular Class service regardless of age. Early Retirement is any age after eight (8) years, but less than 33 years of service (There is a penalty of 5% per year under age 65.) There is no age or service requirement that must be met to receive a benefit under the Investment Plan, provided the one (1) year vesting requirement has been met.

• Please Note: If you have recently retired from FRS, please check the FRS website at http://frs.myflorida.com* to review the provision pertaining to re-employment restrictions.*
• Age and years of service for vesting, highest average compensation, normal retirement, and early retirement requirements are lower for those enrolled in FRS prior to July 1, 2011. Please refer to the FRS Pension Plan Member Handbook for additional information.

Employees may also make voluntary contributions to a 457 Deferred Compensation Plan or Roth IRA Plans with ICMA-RC, up to the annual limit as defined by the IRS.

LONGEVITY PAY* - *Employees are eligible for an annual lump sum longevity payment as follows:

• Upon completion of five (5) through nine (9) years of service: $500
• Upon completion of ten (10) through fourteen (14) years of service: $1,000
• Upon completion of fifteen (15) through nineteen (19) years of service: $1,500
• Upon completion of twenty (20) years of service: $2,000

TUITION REIMBURSEMENT PROGRAM

Employees who have completed their one (1) year probationary period are eligible to participate in the Tuition Reimbursement Program. With approval of the course(s) and subject to availability of funds, employees may be eligible for reimbursement of 100% for a grade of A, 75% for a grade of B, and 50% for a grade of C. The maximum tuition reimbursement available to any employee shall be the equivalent of (18) credit hours per fiscal year at either the State of Florida community college level or the State of Florida university level.

PAY-FOR-PERFORMANCE

Employees are eligible for up to 5% in pay-for-performance compensation, based upon their annual evaluation, provided said compensation is approved and funded in the city’s adopted budget.

DISCOUNT PROGRAMS

The City offers a variety of discount programs. The following are some areas for available discounts: Healthy Meals, Health Services, Banking / Financial; Cellular / Data and Computer Services, Entertainment, Retail and Travel.

WELLNESS PROGRAMS

The City of Coconut Creek offers a wide variety of wellness initiatives and programs. Some of these initiatives and programs are: Weight Watcher’s at Work, Walking Challenges, Wellness Warrior Reimbursement Program, Annual Wellness Fair, several wellness preventive screenings, flu shots, and mammogram wellness screenings. The City is always looking for new ways to improve the overall health and wellness of its employees.

Please note, the benefits listed above are subject to change. Full descriptions of each benefit listed may be found in the City’s Code of Ordinances, Administrative Orders, applicable Collective Bargaining Agreement, on the employee portal or by contacting Human Resources and Risk Management at 954-973-6715 or hr@coconutcreek.net.

Location: 4800 West Copans Road,Coconut Creek,FL, Coconut Creek, FL 33063

Job Type: Full-time