Payroll Specialist Administrative Specialist III - Multiple Vacancies

Payroll Specialist (Administrative Specialist III) - Multiple VacanciesCity of PortlandSalary: $80,558.40 - $114,982.40 Annually

Job Type: Regular

Job Number: 2024-00612

Location: 1120 SW 5th Ave, OR

Bureau: Bureau of Human Resources

Closing: 7/1/2024 11:59 PM Pacific

The Position The Bureau of Human Resources is seeking to fill two (2) vacancies. Job Appointment: Full time, regular

Work Schedule: Monday - Friday, 8am-5pm. Alternate schedule may be available.

Work Location: Hybrid. In-person work to be conducted at The Portland Building located at 1120 SW 5th Avenue. Remote work must be performed within Oregon or Washington. For more information, click here .

Benefits: Please check our benefit tab for an overview of benefit for this position

Application Material:Please click APPLY to submit your application via the City of Portland's online portal. You will need respond to the supplemental questions and attach a resume.
The City Council has approved a 3.3% cost of living adjustment (COLA) for all eligible employees of the City of Portland for the fiscal year, effective from July 1, 2024. As a result, the salary for this position may increase due to the approved COLA.
Position SummaryThe City of Portland's Bureau of Human Resources is seeking a Payroll Specialist (Administrative Specialist III) to work on the Human Resources (HR) and Payroll Services Team. The team manages the City's SAP HCM system and is responsible for ensuring that the City's biweekly payroll and HR processes are executed in order to pay approximately 8,000 employees in 14 bargaining units. Payroll is processed according to federal, state and local wage and hour laws and the city's labor agreements. The Bureau of Human Resources has a supportive and diverse workforce which values teamwork and strives for high quality service through knowledgeable, helpful and responsive interactions with its customers.

The Payroll Specialist Position performs a variety of complex and highly responsible professional, technical and analytical activities to support the City's payroll process. The position is responsible for processing the City's biweekly payroll in the City's SAP HR/Payroll system. Incumbents perform day to day operational functions, such as activities in support of generating check and ACH payments for both biweekly payroll and on demand requirements, auditing, and correcting payroll related master data, analyzing gross to net pay, processing third party and federal and Oregon State tax payments, and responding to unemployment benefit earnings audits. Incumbents also are expected to coordinate with internal stakeholders, such as bureau customers and the HR and Payroll Services team members to resolve issues, continuously improve, and streamline process.

The Payroll Specialist Positions are responsible for performing a variety of highly professional, technical, and analytical activities in support of the City's payroll to ensure that all employees are paid accurately.

Responsibilities include:

• Federal and State quarterly tax filing and payment requirements.
• Investigating Payroll Accounting issues for reconciliations of the general ledger.
• Filing quarterly tax reports
• Reconciling Payroll tax payments to the general ledger and book journal entries.
• Reconciling Bi-weekly Payroll Reports to quarterly 941s, OQs and annual W-2s.
• Preparing Annual ACFR Audit Schedules
• Serving as a backup for both cycle and off-cycle payroll administration.
• Facilitating the reissuance of W-2's upon request.
• Issuing W2Cs, as necessary.
• Providing requested pay stub information in a timely manner.
• Preparing Journal Entries and/or Debit/Credit Memos as needed.
• Completing and submitting the Employer's Quarterly Federal Tax Return (Form 941).
• Preparing and submitting the State Quarterly Tax Report and Employee Detail Report (Form 132).
• Preparing and submitting the Quarterly BLS Multiple Worksite Report.
• Managing Paid Leave Oregon entries.
• Managing imputed income entries for WA L&I & provide payroll details to Risk ensuring timely payment to the State.
• Thoroughly researching, reviewing, and preparing responses to correspondence received from IRS/SSA.
• Reviewing and processing SSNVS file promptly.

1. Knowledge of federal, state, and local payroll regulations and requirements.
2. Knowledge of payroll accounting process and procedures, including calculating pretax and post-tax earnings and deductions and reconciling payroll postings.
3. Experience performing full cycle payroll processing and procedures.
4. Experience using enterprise-wide payroll software, and standard PC software packages.
5. Experience reconciling and filing quarterly and annual tax filings including preparing, completing and submitting the Employer's Quarterly Federal Tax Return (Form 941) and the State Quarterly Tax Report and Employee Detail Report (Form 132).
6. Experience with year-end W2 and W3 reconciliations and filings.

• Certified Payroll Professional (CPP) certification.

• Resume
• Answer to the Supplemental Questions (click on the Questions tab to preview the questions)

• Veteran documents to request for Veteran Preference (ex, DD214-Member 4, VA Benefit Letter, etc.)

• Your responses to the supplemental questions should include details describing your education, training and/or experience, and where obtained, which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement.
• Your resume should support the details described in your responses to the supplemental questions.
• Salary Range/Equity Pay Analysis : Please note per the Oregon State Pay Equity Law your salary is determined based on the experience and education listed in your resume/application. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all directly related and equivalent experience.
• Do not attach materials not requested.
• All co.