Payroll Specialist (Full-Time) en City of Hollywood, Florida, FL

About the Department

Come to a City that Builds Careers! As one of the largest cities in Broward County, the City of Hollywood provides an energetic, innovative and collaborative work environment for its employees. Want Top Notch Insurance? We offer low cost health insurance giving you the best value - Medical, Dental, Vision and Flexible Spending Plans. Need Work Life Balance? We have got you covered with a 4-Day Work Week and an Award Winning Wellness Program. And We Don’t Stop There. The City of Hollywood provides a generous Paid Time Off Program inclusive of 13 Paid Holidays, Vacation Leave, Personal Leave, and Sick Leave. Repaying Student Loans? Employees at the City with 10 years of public service and on-time payments qualify for the Federal Student Loan Forgiveness Program. Let’s Partner Together and Come Grow with the City of Hollywood. Apply Now!   For more information about this position and our competitive pay, benefits package and pension plan, refer to this job posting or our City website at https://www.governmentjobs.com/careers/hollywoodfl . Starting Pay For Position Is Within $27.09 - $30.00 Per Hour Dependent On Qualifications

JOB SUMMARY:

This is a technical position performing highly complex specialized work in payroll operations. Employees in this class assist the Payroll Coordinator and supports the processing, timekeeping and maintenance of payroll related tasks. Work involves knowledge and use of Oracle Cloud Application, UGK Workforce Management System, Kronos Timeclocks, and ADP Software Programs. Key areas of responsibility include reviewing and auditing personnel action forms, earning and deduction changes and payroll time entries for compliance with established policies, deadlines, bargaining unit union contracts, civil service rules and applicable wage tables. Other responsibilities include assisting with payroll processing, validation of pre and post implementation, preparing reports, processing garnishments, ensuring payroll records are updated and accurate and correcting inaccuracies whenever possible and inputting data from time sheets to computerized payroll system where applicable. Work is performed independently and reviewed by supervisor. Incumbents communicate both orally and in writing with employees, City Departments and the public on payroll issues and inquiries.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Reviews and assists in the correction of all personnel action changes, including but not limited to, new hires, salary changes, incentive pays, assignment pays, promotions, reclassifications, bonus payments, and terminations/retirements into the system.
• Enters all payroll entries related to the processing of personnel action transactions. 
• Reviews payroll actions and payroll activities, including but not limited to, validation of time entry, ensuring accuracy of earnings, validation of payroll liabilities, deductions and loans to the City, and issuance of disbursement vouchers.
• Assists in resolving payroll discrepancies.
• Process all miscellaneous changes including, W-4’s, union dues, deferred compensation, wage garnishment orders, pension contributions, and direct deposit enrollment and changes.
• Process leave payouts and retroactive payments as required and in accordance with agreements and policies.
• Reviews and transmits completed time entries from UGK Software platforms, Kronos and Telestaff for payroll processing via Crosswalk to Oracle Cloud.
• Reviews and validates change requests, also known as delta files, for accuracy and makes changes as required for correct payroll entries.
• Extracts reports and sends to General Accounting to assist in the validation of   biweekly disbursement vouchers for payroll payments. 
• Prepares various reports on a biweekly basis for distribution to departments as required at the request of Budget, Grants, and Public Safety. 
• Validates, verifies and reconciles information and balance adjustments for W-2 forms prior to issuance. Prepare, print and distribute W-2 forms at year end.
• Maintains, for audit purposes, all employee files within the payroll office.   Files all employee documentation received and processed in the payroll system.  Bind and file all associated payroll reports on a biweekly basis.
• Assist in the preparation of various statements for employment and wage verification requests received from outside agencies, departments, and auditors
• Provides information, within appropriate confidentiality guidelines, in response to inquiries from employees, City Departments and the public.
• Annually prepares and coordinates all appropriate payroll reports and/or files for archiving through Records and Archives Division in accordance with State of Florida General Retention Policy.
• Provides information in response to employees’ and public inquiries.
• Assist employees with accessing payroll self-service portal for W-2s, paystubs and pay information, password reset, and contact information update. 
• Must effectively and positively represent the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Must establish and maintain effective and professional relationships with work colleagues, supervisors, and managers.
• Performs other related work and/or special research projects as required or assigned by Payroll Manager.

Position Duties

EDUCATION/EXPERIENCE: 

To perform this job successfully, an individual must be able to perform each essential function satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required: 

• Associate’s Degree in Accounting, Finance, Business or related appropriate discipline or two (2) years of college-level coursework in accounting, finance business administration or related field.
• Two (2) years of progressively responsible experience in payroll processing, financial record keeping, and timekeeping in a centralized payroll operation required. 

Preferred:

• Bachelor’s Degree in Accounting, Finance, Business or related appropriate discipline
• Six (6) years of progressively responsible experience in payroll, preferably governmental payroll.
• Experience preferably working for a governmental organization with 1,000 or more employees. 
• Proficiency with computer applications, including timekeeping systems, payroll processing systems, and spreadsheets required.
• Experience in Kronos, ADP, Oracle HCM, OTBI report creation and Excel preferred. 

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

Special Requirements: 

Essential employees may be required to work during a declared emergency. The employee’s Department Head will determine who will be required to work. 

CERTIFICATES, LICENSES, REGISTRATIONS: 

• Valid Driver’s License: With proof of automobile insurance 
• Background Check: Must have an acceptable background record

• Driving Abstract: Must have an acceptable driving record

KNOWLEDGE, SKILLS, ABILITIES:

• Knowledge of Microsoft Office Applications, , Oracle Cloud, Kronos, Telestaff, ADP, 12-digit calculator, etc.
• Knowledge of all City’s bargaining units, pay plans, Human Resource policies and benefit policies applicable to payroll.
• Ability to analyze complex data in a high-volume setting.
• Ability to understand and follow complex oral and written instructions.
• Ability to establish and maintain effective working relationships with employees at all levels in the City and with the public and outside agencies.
• Ability to work independently and exercise good judgment.
• Ability to communicate information tactfully and impartially, orally and in writing.
• Ability to establish and maintain effective and professional relationships with work colleagues, supervisors, managers, and the public.

PHYSICAL DEMANDS:

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and be required to exert up to 50 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. May require the use of fingers or hands to manipulate objects such as picking, gripping, or pressing. Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:

Work is performed primarily in an office environment that requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs.

Minimum Qualifications

Required Education and Background Information: Look over the announcement carefully to determine your eligibility. Please note minimum education and experience requirements. Closed competitive positions are open only to employees while open competitive positions are open to anyone who meets the minimum qualifications for the position. Evidence of a GED test score is required if submitted for high school diploma. Applicants are responsible for clearly documenting work experience and/or providing all relevant information at the time of application. Additional information will not be accepted after the announcement closing date.

Examination: Depending on the number of applicants and the quality of their education and experience, the examination may consist of one or more of the following tests: written examination, performance examination, education and experience evaluation, oral examination and/or other job related examinations.

You will be notified of the time and place of your examination when you file or later by mail. A passing grade is required on each part of the process. Repeated participation in any examination for which the same test is used is limited to once every 6 months. Your examination results will be sent by email as soon as possible after the grading is completed.

Final passing grades are used to determine a candidate's position on the eligibility list of successful candidates. Departments fill vacancies from this list. The top three names are considered for each vacancy unless otherwise modified. Those not appointed are returned to the eligibility list for further consideration in accordance with the Civil Service Ordinance. Your name will remain on a register for one year for open competitive examinations and two years for closed competitive except where labor contract conflicts.

Your name may be removed from an eligibility list prior to one year according to Hollywood's Civil Service Ordinance or labor contracts. Your eligibility may be canceled if you refuse a position or if you are not available for work. You are responsible for notifying the Employment Office, in writing, of any change in your address or telephone number.

Special Accommodation and Communication Needs: The City of Hollywood provides necessary reasonable accommodation in the examination process upon request to persons with disabilities. Such requests must be made PRIOR to any scheduled examination.

Veteran's Preference:   The City values the service that veterans and their family members have given to our country, and as such, proactively recruits and hires veterans and qualified spouses to the greatest extent possible.  Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements.  To obtain veteran's preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes. For additional information, please refer to the Florida Department of Veterans' Affairs.

Other Qualifications

All successful applicants will be required to pass an extensive background which may include criminal history searches, driving history checks, credit report, courthouse searches, education verification, employment verification, professional license verification, or other search methods as deemed necessary for the position. In addition, the applicant will be required to undergo a medical examination, which may include a drug screening, prior to appointment.
 
EMPLOYMENT OF RELATIVES:  The City of Hollywood has an Ordinance which regulates the employment of relatives of City employees.   Effective January 28, 2008, a relative may only be hired under the following additional conditions:
  

• The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list;
• The relative must be among the top three ranked candidates available on the certified eligibility list unless expanded by the Civil Service Board;
• The Department or Office Director and the Director, Human Resources must demonstrate that it is in the best interests of the City of Hollywood to hire the relative of a public officer or employee.

As of 12/15/2005 the City will require all newly hired employees to sign an affidavit affirming non-usage of tobacco or tobacco products within the last year prior to submission of application and will continue to be a non-user of tobacco products throughout employment with the City of Hollywood.
 
REASONABLE ACCOMMODATION: The Employment Office will make reasonable efforts in the examination and workplace to accommodate persons with disabilities. Please advise Human Resources of special needs by calling (954) 921-3216.
 
All applicants receive consideration for employment regardless of race, color, religion, gender, national origin, age, abilities, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression (except as limited by law, Personnel Rules, Collective Bargaining Agreements, or bona fide occupational disqualifications).  
 
The City of Hollywood is an Equal Opportunity / Equal Access Employer.

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