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Payroll Associate

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Payroll Associate

Salary

$22.03 - $32.37 Hourly

Location

Employment Services, FL

Job Type

Full Time Regular

Job Number

6543-14

Department

Finance

Division

Payroll 0701110000

Opening Date

04/18/2025

Closing Date

Continuous

FLSA

Non-Exempt

Bargaining Unit

NA

+ Description

+ Benefits

+ Questions

GENERAL DESCRIPTION OF CLASS

This is responsible para-professional work related to the operations and maintenance of the City's automated payroll system. This includes generating and validating payroll and pension checks, deposits, etc., and transmitting electronic data files to various agencies and providers. The position requires the incumbent to perform various technical and administrative functions for Payroll operations.

Starting Hourly Pay Range: $22.032183 - $27.097245

ESSENTIAL FUNCTIONS

+ Validates and prepares data used in documenting and generating the City's payroll, including data entry of items such as general deductions and additional pay.

+ Verifies data introduced into the database by Timekeepers, Benefits, Risk Management, Retirement Services, and Human Resource staff, and coordinates corrections as necessary.

+ Generates, validates, and coordinates the distribution of payroll checks biweekly.

+ Generates, validates, and coordinates the distribution of off-cycle final pay checks and pension refund/rollovers.

+ Generates, validates, and coordinates the distribution of both semi-monthly and monthly pension checks.

+ Verifies, documents, and transmits various electronic data files such as direct deposit, tax payments, deferred compensation, health coverage, etc.

+ Coordinates with appropriate Federal, State, and Local agencies and courts regarding tax levies, child support, garnishments, and other related matters.

+ Assists in the preparation and dissemination of various regulatory reporting.

+ Participates in annual system testing.

+ Participates in annual tax form processing.

+ Verifies the integration of payroll data into the City's ORACLE financial system through the general ledger interface.

+ Processes cash receipt reports and prepares various receipt information for data entry into the City's financial system.

+ Participates in maintaining the City's banking institution's online interface Control Pay cash management system for manual payroll or pension checks.

+ Makes recommendations and participates in developing new procedures to improve the effectiveness and efficiency of systems and procedures.

+ Acts as a liaison with payroll task force members/timekeepers, Benefits, Risk Management, Retirement Services, and Human Resource staff, providing feedback as necessary to ensure accurate payroll processing.

+ Prepares requisitions for the payment of invoices and reconciles vendor invoices and statements for payroll deduction programs.

+ Interacts with City employees and other Federal, State, and Local agencies to provide information and resolve payroll-related problems.

+ May be required to participate and/or facilitate training to support departmental or City initiatives and requirements.

+ May be required to work overtime, or alternate hours, as necessary for the efficient operation of the department.

+ Position designated as Mission Critical by Department Director.

ADDITIONAL FUNCTIONS

+ Performs related work as required.

QUALIFICATIONS (EDUCATION, TRAINING AND EXPERIENCE)

+ High school diploma from an accredited school or a GED.

+ Three years of progressively responsible experience working in an automated payroll system.

SPECIAL REQUIREMENTS

+ Must possess a valid driver's license.

+ Must maintain a valid telephone number.

KNOWLEDGE, SKILLS, ABILITIES

+ Knowledge of modern office procedures, practices, systems, equipment, and software.

+ Knowledge of payroll and cost accounting principles, procedures, and techniques.

+ Knowledge of the City's Automated PeopleSoft Payroll, ORACLE financial systems, and BI Publisher.

+ Knowledge of applicable Federal, State, and Local laws, city ordinances, and other regulatory policies, standards, and requirements. Comprehension of Court and regulatory body decisions related to payroll operations, tax withholding, benefits, levies, garnishments, and other related issues.

+ Full working knowledge of all City of Lakeland Personnel Policies, including specific interpretation of policies to various non-standard situations specific to different city departments.

+ Ability to analyze and evaluate accounting problems and recognize and develop pertinent accounting and related data.

+ Ability to make complex arithmetic computations accurately and rapidly.

+ Strong Critical Thinking skill set.

+ Ability to research information and analyze data to arrive at valid conclusions and recommend viable action plans for resolution.

+ Ability to understand and carry out complex oral and written instructions.

+ Ability to prepare and complete various regulatory reporting requirements.

+ Ability to communicate effectively and clearly both orally and in writing.

+ Ability to establish and maintain effective working relationships within the Finance department, other city offices, and regulatory and commercial entities as needed.

WORKING ENVIRONMENT/PHYSICAL REQUIREMENTS

+ Requires sedentary work that involves walking or standing sometimes, exerting up to 10 pounds of force regularly, and routine keyboard operations.

+ The job has no significant exposure to environmental hazards.

+ The job requires normal visual acuity, field of vision, hearing, speaking, color perception, sense of smell, depth perception, and texture perception.

All City of Lakeland positions are subject to testing (e.g. written, oral, performance, computerized, interview, and/or any combination). Candidates selected for testing will be notified via email or telephone. Please check your e-mail and telephone messages regularly, including "junk" folders. Test times and locations to be announced.

THE CITY OF LAKELAND IS AN EQUAL OPPORTUNITY/EQUAL ACCESS EMPLOYER AND A DRUG FREE WORKPLACE.

City of Lakeland

2024 Summary Sheet

Annual Leave

Annual leave is accumulated bi-weekly and based upon years of service as follows:

Annual leave may be taken as earned by employees hired after January 1, 1989. Employees hired prior to that date use annual leave within the calendar year following the year the leave is earned. All employees may carry over up to a maximum of twenty (20) days at the end of the calendar year. Regular part-time employees who work at least twenty (20) hours per week accrue annual leave at the rate of four (4) hours per month.*

Sick Leave

Sick rate is accrued biweekly based upon years of service and standard hour classification. Eligible for use as soon as earned. Regular part-time employees who work at least twenty (20) hours per week accrue sick leave at the rate of four (4) hours per month.

*NOTE: REGULAR employees with a working day other than eight (8) hours, please contact your supervisor regarding these policies.

Sick Leave Pool

Allows employees to receive sick leave benefits in cases involving catastrophic or long-term illnesses or injuries after all personal leave time has been depleted. Regular full-time employees contribute eight (8) hours and Regular part-time employees contribute four (4) hours on an annual basis. Employees must have completed one full year of service on or before December 31st of the calendar year enrollment; and have accumulated at least forty (40) hours of sick time (twenty (20) hours for Regular part-time employees). Participation in this program is voluntary.

For more information contact Amanda Kaiser at 834-8768

Family & Medical Leave

Federal legislation guarantees up to twelve (12) weeks per year off work under certain circumstances outlined in the policy manual. The employees must have been employed by the City for at least twelve (12) months and have at least 1,250 hours of service during the 12-month period before the requested leave. The City will continue its group life and health insurance for an employee on leave at the same level and under the same conditions that existed while the employee was working.

For more information contact Dawn Justice at 834-6038.

Pension Plan

Provision for retirement income requiring mandatory participation for full-time regular employees.

Defined Benefit Plan:

Plan C Employee 4.16%

Employer 15.66%

OR

Defined Contribution Plan:

Executives, New Hires aged 52 and older, and Fire/Police Recruits

Employee 8.5% or 11% per election upon hire

Employer 15.39%

Deferred Compensation 457 Plan:

A voluntary plan that is invested in mutual funds. The Employees' Pension Board performs the due diligence on the mutual funds. Employees may reallocate their account at any time.

Maximum contribution for 2025 is $23,500; employees age 50 or older can also add a "catch-up" amount of $7,500; employees age 60-63 can also add a "catch-up" amount of $11,250.

Additionally, a match of up to 5% of salary is offered by the City in Plan C.

Holidays

Twelve (12) holidays, includes one (1) personal floating holiday to be used at any time after three (3) months of employment and prior to the end of the calendar year.

Funeral Leave

Up to three (3) days off with pay due to death of an immediate family member (as defined in the policy manual). Up to four (4) hours off with pay may be obtained through supervisor approval to attend local funeral services of persons other than immediate family.

Jury/Witness Duty

Employees required to serve on jury duty will be relieved of responsibility for their regular work shift or portion thereof and receive full pay while serving. All fees received for such service may be retained by the employee. Employees subpoenaed to any civil or criminal court proceeding, which employee is not personally or monetarily interested, shall be paid as if engaged in regular work activities.

Military Leave

Allows for up to 240 hours in any one calendar year for annual military training without loss of pay or benefits for any employee in some type of reserve status for the United States Armed Forces. (see policy manual for additional information).

Maternity Leave

Refer to Family & Medical Leave for those employees who qualify. Others may take up to three (3) months leave of absence available upon approval of the Department Head. Employees may opt to utilize any combination of paid (sick or annual leave) or unpaid leave.

Leave of Absence Without Pay

Written requests are subject to approval by Department Head and City Manager or designee for less than ninety (90) days. Requests for more than ninety (90) days also require Civil Service Board approval for employees in a Civil Service classification.

Longevity Pay

Tuition Reimbursement

Program provides employees up to $2,500 per fiscal year (October 1 through September 30) for reimbursement of tuition of approved college, university, vocational, or correspondence classes upon completion with a grade of "C" or better in credit courses only. Full reimbursement is given for courses and fees, upon approval. The program does not include reimbursement for cost of books, supplies or other related expenses.

For more information, contact Melissa Yelnick at 834-6844.

Suggestion Awards

A program designed to provide a consistent and organized method for employees to submit and be rewarded for constructive ideas for improvement. Maximum award is $1000.

For additional information, contact Kathy McNelis at 834-6348.

Direct Deposit of Paycheck (refer to handout in new employee folder)

An account must be established with the institution of your choice prior to signing up for direct deposit.

Uniforms/Equipment

Uniforms issued at no cost to employees for those job classifications which require them. Equipment is issued to employees at either no cost or discounted cost depending upon job classification.

Parking

Free while at work.

Break Periods

Employees may be permitted two (2), fifteen (15) minute breaks during the workday. The time shall be at the discretion of the supervisor.

For Information on Health Insurance, Dental, Vision, and Life Insurance please contact Benefits at 834-6797.

For Information on Retirement Benefits, contact the Retirement Services Department at 834-8765 or 834-8797.

For Information on Firefighter and Police Officer Retirement Benefits, contact Foster & Foster at 239-333-4872.

01

Do you possess a high school diploma or GED from an accredited school?

+ Yes

+ No

02

Please indicate which type of valid driver's license you possess.

+ Florida driver's license

+ I have an out-of-state driver's license

+ I do not have a valid driver's license

03

Do you have three (3) years of progressively responsible experience working in an automated payroll system?

+ Yes

+ No

04

Please provide a narrative supporting your answer to the above question. Be sure to include specific job title(s), job duties, organization(s) and the dates where the work was performed. Note: The employers and dates of employment you list here must also be included in the "Work Experience" section of this job application.

05

Please describe your experience with payroll processing.

06

Please describe your experience with Pension payroll processing.

07

Please describe your experience with Financial Accounting and General Ledger Balancing and/or processing/reconciling employee deductions (benefit deductions/child support/unemployment taxes, etc).

08

Please describe your experience with PeopleSoft or other HRIS, Oracle and BI Publisher including length of time using them and proficiency level.

09

By clicking "Yes" below, I understand that all relevant work experience MUST be entered in the "Work Experience" section on my application. In addition, all current City of Lakeland employees must list all previous City of Lakeland work experience in the "Work Experience" section of the application. Failure to complete the "Work Experience" section will disqualify you from the application process.

+ Yes

+ No

Required Question

Employer

City of Lakeland, Civil Service

Address

500 N Lake Parker Avenue Lakeland, Florida, 33801

Phone

(863)834-8790

Website

http://www.lakelandgov.net/employmentservices