Payroll Specialist

ABOUT THE ORGANIZATION

Truckee Meadows Water Authority (TMWA) is a not-for-profit, community-owned water utility, overseen by elected officials and citizen appointees from Reno, Sparks and Washoe County. TMWA has a highly skilled workforce who ensure the around-the-clock treatment, delivery and availability of high-quality drinking water for more than 475,000 residents of the Truckee Meadows.

We are looking to hire a PAYROLL SPECIALIST, to join our FINANCE Department.

The primary responsibilities of the Payroll Specialist are to accurately and efficiently process TMWA’s bi-weekly and special payrolls; check and audit timekeeping records; maintain the employee payroll database and all related reports, maintain correct balances for employee deductions, benefits, etc.; maintain all payroll files; and maintain various spreadsheets and tracking information as assigned.

The Payroll Specialist is also responsible for producing federal and local tax payments, submitting all NVPERS and deferred compensation payment reports, submitting all payroll benefit and deduction reports, and answering employee questions and troubleshooting issues. The incumbent also works on special projects as assigned.

The Payroll Specialist provides highly effective, diplomatic, discrete, and positive verbal communication with TMWA employees, payroll vendors, auditors, consultants, contractors, and other outside agencies in an efficient and professional manner. The incumbent also works collaboratively with Payroll, Human Resources (HR), and other departments as needed relating to payroll information.

We believe that each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. Therefore, this job description is designed to outline primary duties, qualifications, and job scope, but not limit the incumbent nor TMWA to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.

• Accurately and timely encode company payroll and allocate project time each pay period, including verifying that all time sheets have been submitted correctly and approved, calculating and verifying hours claimed, verifying FMLA and other notes, and editing and finalizing entries.
• Process payroll on a biweekly basis and special payrolls as needed.
• Process new hires, position transfers, terminations, etc. as needed.
• Calculate regular, overtime, holiday, incentives, and other forms of pay.
• Process employee loans from benefit accounts including setting up payroll deductions and monitoring the completion date of the loan.
• Verify entries made by HR and communicate any issues noted.
• Assist HR with maintaining accurate employee master files.
• Maintain employee payroll information in the financial system.
• Perform payroll system set up and maintenance, including creating and updating codes, accounts, vendors, timecard approvers, etc.
• Create, maintain, and use checklists for payroll processes.
• Provide orientation, training, and guidance to employees and supervisors on coding and time reporting.
• Provide information regarding pay calculations for other departments as needed.
• Gather information from a variety of sources and compile data into reports for department management regarding staffing, overtime, and other payroll matters.
• Assist other departments with special projects as needed relating to payroll information.
• Read and interpret Collective Bargaining Agreement, codes, laws, and regulations related to payroll to ensure compliance.
• Provide regulation and contract interpretations for department management and staff regarding payroll and personnel actions, such as shift differentials, holiday pay, overtime calculations, etc.
• Prepare and complete external filings of payroll data to regulatory and other entities.
• Prepare and verify the amounts on the quarterly payroll tax reports and ensure the timely submission of these reports to Federal agencies as required.
• Prepare and verify the amounts on the monthly PERS report and ensure the timely submission of the report to NVPERS as required.
• Complete wage verifications as required.
• Conduct complex audits and testing of the payroll system and related calculations.
• Conduct research and problem analysis as needed including special calculations for non-standard and/or new payroll situations.
• Assist with the reconciliation of payroll liability accounts in the general ledger.
• Assist with system implementations including participating in configuration meetings and completing related tasks; extracting, interpreting, and summarizing data from a legacy system; performing system testing and validation; and training others in the new system.
• Work on special projects as assigned.
• Perform cash count of customer receipts on a weekly basis, including bank deposit preparation, money ordering, and auditing.

Any…