PAYROLL AND ACCOUNTING CLERK chez City of Johnston (IA), IA

About the Department

Join our team as a Payroll and Accounting Clerk, where you’ll provide essential support to the City’s financial operations under the direction of the Finance Director. In this multifaceted role, you will process city payroll, maintain payroll records, ensure timely payroll tax payments, and assist with accounts payable and receivable duties. With responsibilities ranging from entering and updating employee payroll information to reconciling vendor invoices, your attention to detail and organizational skills will be invaluable.

Position Duties

• Process payroll by maintaining and updating payroll information and entering new employees into the payroll system (building W-4 elections, names, addresses, salaries, insurance elections, direct deposit information, miscellaneous deductions, etc.).
• File and scan all payroll records and maintenance information, including employee records.
• Generate and file all related payroll reports, reconcile and prepare supporting documents for payroll-related vendor checks, including child support, deferred compensation, flex spending contributions, etc.
• Complete telephone and written employment verifications.
• Stay current in areas pertinent to payroll, including wage laws, personnel policies, federal and state tax laws, pension requirements, and laws for IPERS and 457 plans.
• Process accounts payable and accounts receivable, including claims and receipt reports for City Council approval.
• Publish items as required by state code or internal processes.
• Develop and maintain spreadsheets and databases for financial recording.
• Process purchase orders as instructed.
• Provide information to vendors over the phone and in person.
• Mail vendor checks and retain and file copies and documentation for City records.
• Investigate any outstanding balances and resolve any discrepancies with vendors.
• Respond to department inquiries regarding accounting issues, research discrepancies, and make recommendations to resolve reconciliations of discrepancies.
• Reconcile monthly credit card statements for import and payment.
• Gather, assemble, update, distribute, and/or file information, forms, records, and data as requested using traditional filing systems or databases as necessary.
• Manage accounts receivable monthly and annual billings for multiple departments.
• Compile data and research information for the preparation of special reports as requested by the Finance Director.
•  In the absence of the City Clerk, serves as backup to the City Clerk and performs the following duties as Deputy City Clerk:

• Preparation of City Council agenda, official notices and publications, posting, compilation, and distribution of meeting packets.
• Preparation and publication of official City Council meeting minutes.
• Maintenance of records relating to adopted ordinances, approved resolutions, recorded deeds and easements, and various agreements and contracts as specified in the Records Retention Policy.
• Preparation of correspondence and confirmation of appointments related to official functions of elected officials.
• Processing new and renewal liquor licenses, cigarette, solicitor, massage, and other permits, and assist with special assessment processes.
• Act, sign, and seal documents and oversee bid openings in the City Clerk’s absence.
• Serve as backup for all City Clerk functions in their absence.
• In the absence of the City Clerk, attend City Council meetings and performs as the Deputy City Clerk and accurately record actions taken by City Council.

Minimum Qualifications

• Associate’s Degree in accounting, business or closely related field and one (1) year related work experience, or combination of three (3) years of education and/or relevant work experience. Municipal experience preferred.

• Knowledge of generally accepted accounting principles (GAAP), municipal accounting practices, payroll processing, accounts payable/receivable, and relevant federal, state, and local laws and regulations.
• Proficiency in financial software, Microsoft Office (especially Excel and Word), and general office equipment operation. Experience with Tyler Technologies Incode 10 and Paylocity is preferred.
• Ability to maintain accurate financial and payroll records, prepare reports, and perform reconciliations.
• Strong attention to detail, organizational skills, and the ability to handle multiple tasks simultaneously.
• Effective verbal and written communication skills and the ability to deal professionally with the public and vendors.
• Ability to perform duties under minimal supervision and exercise discretion in handling confidential information.
• Basic mathematical skills and ability to prepare clear, concise financial documentation.
• Physical ability to perform office tasks, including lifting up to 20 pounds if required.
• Customer service orientation, punctuality, reliability, and sound work ethic

Other Qualifications

Working Conditions:

Essentially sedentary work involving sitting, walking, standing, occasional bending, lifting and carrying paper and related light objects generally weighing 10 lbs. or less; however, occasional lifting of office materials or equipment up to 25 pounds is required.  Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodations, which permits employee to frequently communicate with others in person, by phone, or by email effectively and must be able to exchange accurate information in these situations.  Sufficient vision or other powers of observation, with or without reasonable accommodations, which permits the employee to observe a wide variety of written material in electronic and hard copy form.  Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and related equipment.  Sufficient personal mobility and physical reflexes, with or without reasonable accommodations, which permits the employee to function within the general office environment and have access to various work sites throughout the City. The role may occasionally require attendance at meetings or events outside regular business hours.