Payroll/Finance Clerk

Job title: Payroll/Finance Clerk

Responsibilities

• processing payroll
• reconciling accounts
• filing reports

Requirements

• High school diploma or GED and 3+ years of progressively responsible payroll

• Accounting

• Bookkeeping

• Finance

• Human resources

• Municipal government, or related experience. Municipal or computerized payroll system experience preferred

• Technical tools mentioned

• Incode

• Microsoft Excel

• About the Department

JOB SUMMARY

The Payroll/Finance Clerk performs a variety of specialized payroll, accounting, financial recordkeeping, and administrative duties for the Municipality. This position is responsible for accurately processing biweekly payroll; maintaining employee payroll, benefit, and financial records; assisting with accounts payable, utility billing, purchasing, and cashiering functions; and supporting the Finance Department with reconciliations, month-end and year-end activities, audits, reporting, and regulatory filings. The position works closely with the Finance Department, Human Resources, department directors, employees, vendors, pension boards, and other internal and external stakeholders. The Payroll/Finance Clerk is expected to maintain a high degree of accuracy, confidentiality, professionalism, and compliance with applicable laws, municipal policies, collective bargaining agreements, and internal controls.

Position Duties

ESSENTIAL JOB FUNCTIONS The following duties are representative of the essential functions of this position. Other duties may be assigned as needed.

• Process and manage the full-cycle biweekly payroll, including data entry, verification, calculation of earnings, deductions, benefits, overtime, stipends, and other payroll adjustments.
• Generate and distribute payroll checks and direct deposits accurately and in accordance with established payroll schedules.
• Prepare payroll registers, reports, and supporting documentation for review by the Treasurer, Administrator, Human Resources Director, and other authorized personnel.
• Calculating, process, reconcile, and remit payroll liabilities, including federal and state tax withholdings, garnishments, insurance premiums, pension contributions, retirement contributions, and other required deductions.
• Process biweekly direct payables in coordination with payroll to ensure timely and accurate vendor payments.
• Prepare, print, record, and process utility billing refund checks resulting from billing adjustments, overpayments, or other approved refunds.
• Review utility billing calculations and postdates to ensure transactions are properly recorded and accurately reflected in the general ledger.
• Reconcile all municipal bank statements to the general ledger and research, identify, and resolve discrepancies.
• Reconcile monthly health insurance and other benefit invoices to verify employee enrollments, premiums, employer contributions, and payroll deductions.
• Prepare and submit required monthly payroll tax deposits and related reports to appropriate federal, state, and local agencies.
• Process vendor payments and verify invoices, purchase orders, receipts, approvals, and other supporting documentation for accuracy and compliance.
• Maintain and update employee payroll and benefit records to reflect changes in compensation, deductions, employment status, or benefit coverage.
• Reconcile police and fire pension payments with pension boards and municipal records to ensure accuracy and compliance with applicable requirements.
• Preparing and filing required quarterly federal and state payroll tax reports, including IRS Form 941, state withholding reports, and Oklahoma Employment Security Commission (OESC) filings.
• Prepare quarterly financial, payroll, and audit-related reports as required by the municipality, regulatory agencies, or management.
• Complete annual payroll and financial filings, including Forms 1099 and other required federal, state, and local reports.
• Maintain compliance with municipal policies, applicable accounting principles, payroll regulations, collective bargaining agreements, and established internal controls.
• Prepare, verify, and distribute annual W-2 forms to employees in compliance with IRS requirements and applicable deadlines.
• Administer and process Safety Stipend payroll in accordance with applicable municipal policies and procedures.
• Assist Human Resources with entering, reviewing, and verifying employee benefit information resulting from annual Open Enrollment.
• Compile and provide payroll, financial, and supporting documentation for annual financial and compliance audits.
• Provide backup support for Utility Billing, Accounts Payable, purchasing, purchase orders, and other Finance Department functions as needed.
• Assist Finance Hall personnel with customer questions, payment issues, account concerns, and other general inquiries within the scope of the position.
• Provide payroll, benefits, and administrative support to Human Resources under the direction of the Human Resources Director.
• Coordinate and communicate with Police and Fire bargaining units and union representatives regarding payroll, benefits, compensation, and other administrative matters as directed.
• Maintain a working knowledge of applicable Collective Bargaining Agreements (CBAs) and ensure payroll and benefit practices are administered consistently with those agreements under the supervision of the Human Resources Director.
• Update Cost-of-Living Adjustments (COLAs), wage rates, and other compensation changes associated with new fiscal years and applicable CBAs under the direction of the Human Resources Director.
• Maintain strict confidentiality of employee compensation, payroll, benefits, personnel records, and other sensitive or privileged information.
• Maintain organized, complete, and accurate payroll and financial records and files in accordance with municipal record-retention requirements and establishe