Payroll Specialist

The payroll specialist is responsible for managing and processing the Town’s payroll functions, ensuring that employees are paid accurately and on time. This role involves calculating wages, deductions, bonuses, and commissions, while also ensuring compliance with tax laws and labor regulations. The payroll specialists maintain records of earnings, benefits, tax withholdings, and other financial information. They handle direct deposits, generate payroll reports, and work closely with the Department of Human Resources and accounting staff across all departments to resolve any discrepancies. Additionally, they stay updated on changes to tax rates, labor laws, and benefits regulations to ensure the organization remains in compliance with all applicable laws.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. 
Primary (Payroll)
 

• Process and post payroll in MUNIS for all employees, including full-time, part-time, and temporary staff.
• Verify and reconcile timekeeping records, including hours worked, leave, and overtime.
• Calculate and process employee wages, deductions, benefits, and payouts.
• Ensure compliance with federal, state, and local payroll laws and regulations.
• Prepare and distribute paychecks and process direct deposits.
• Maintain accurate payroll records and files in a confidential manner.
• Prepare periodic financial, statistical, and/or operational reports,
• Resolve payroll discrepancies and respond to employee payroll inquiries.
• Generate, review, and submit payroll-related reports, such as tax filings and employee earnings statements.
• Remit all federal and state tax withholdings, employee benefit deductions, child support, tax levies, and wage attachments.
• Assist in the reconciliation of the general ledger to various payroll reports.
• Assist with year-end payroll processing, including W-2 forms and other tax documents.
• Assist with annual external audit.
• Collaborate with the Human Resources department to update employee information and payroll data.
• Other duties, as assigned.

Secondary/Backup (Accounts Payable)
 

• Accurately input vendor data in MUNIS.
• Receive and process invoices for all funds in compliance with Town policies and procedures.
• Request that vendors issue appropriate tax exemption forms for the Town.
• Preaudits source documents to ensure the validity of invoices received by the Town.
• Verify for proper approval, distribution to appropriate accounts, budget availability, and mathematical accuracy.
• Ensure invoices are properly assigned to purchase orders.
• Collaborate with Purchasing to ensure the accuracy of purchase order information and vendor files.
• Adhere to deadlines for invoice and payment processing to avoid incurring avoidable late fees.
• Establish communications with vendors and department heads or their designee to resolve any discrepancies with vendors’ statements and invoices.
• Prepare and complete accounts payable checks in MUNIS.
• Enter Board of Education payroll and accounts payable journal entries in MUNIS.
• Create and distribute invoices for internal services provided to the two fire departments and the Board of Education.
• Create and distribute invoices for Police Extra duty work.
• Perform research and prepare reports.
• Other duties, as assigned.

SUPERVISORY RESPONSIBILITIES
May directly supervise subordinate clerical or administrative employees as assigned. Carries out supervisory
responsibilities in accordance with the Town of Bloomfield's policies and applicable laws. Responsibilities may include interviewing, hiring, training employees, planning, assigning, and directing work, appraising performance, rewarding and disciplining employees, addressing complaints, and resolving problems.

OTHER KNOWLEDGE, SKILLS AND ABILITIES
Good knowledge of the principles and practices of modern public administration.
Good knowledge of basic administrative functions, including office management, finance, and personnel.
Considerable knowledge of MUNIS or other payroll technology as well as management information systems, including basic computer applications and statistical techniques.
Considerable ability to learn the operational objectives, methods and procedures of various Town departments and services.
Considerable ability to establish and maintain effective working relationships with superiors, associates, other employees, officials of other agencies, and the public.

Minimum Qualifications

Bachelor's degree in accounting, finance, or a closely related field from an accredited college/university, plus three (3) years of progressively responsible payroll administration experience OR an acceptable equivalent combination of education and experience, substituting on the basis of one year of experience for each year of education.  Must be proficient in processing payroll in the MUNIS financial software.

Selection Process

All appointments and promotions shall be made according to merit and fitness for performing the functions of the position, including factors such as education, experience, aptitude, knowledge, character, ethics, or other qualifications that would determine the best candidate for the position.   Examinations may include written, oral, physical, or performance tests or any combination of the various types of examinations.  Qualified applicants currently in positions covered by the UPSEU union contract have preference over all other applicants.
Applications may be obtained from the Department of Human Resources, 800 Bloomfield Ave., Bloomfield, CT and must be submitted to Human Resources along with a resume and cover letter no later than Monday, December 9, 2024.  
The Town of Bloomfield is an affirmative action/equal employment opportunity employer.   Minorities, women & persons with disabilities are encouraged to apply. Persons with a disability who may need this information in an alternative format or who may need accommodations during the testing procedure should contact Rosa Matias, ADA Coordinator at 860-769-3544 or at rmatias@bloomfieldct.gov