Salary: $51,906.68 - $56,420.30
This is responsible payroll, accounts payable, and purchasing work involving administration and support of the municipality’s financial processes. Prepares correspondence, information on forms, documents, and statistical reports from copy, rough draft, or own compiled information using word processing programs. Responds to telephone calls and visitors, directing these appropriately. Maintains documentation in easily accessible format of how all his/her job functions are performed. Collaborates with coworkers in the preparation of the annual budget document.
Work involves primary responsibility for one of the following three components and proficiency to provide coverage as needed for the other two:
• processing Payroll data submitted by City departments,
• performing Accounts Payable functions in accordance with prescribed procedures,
• assuring adherence to the requirements of the City’s Invitation to Bid and Request for Proposal processes.
Duties & Responsibilities
Payroll component: Prepares payroll for all City of Norwich employees.
Compiles payroll data from time sheets and other records to prepare computer input forms, verifies accuracy and reconciles errors on computer printouts to maintain payroll records.
Compiles, codes and transcribes to worksheet such items as hours worked, employee identification number and deductions such as income tax withholdings, social security payments, union dues, insurance and credit union payments.
Computes and enters totals on payroll vouchers using calculator and summarizing details for subsequent verification. Compares computer printout with summaries to verify accuracy and reconcile errors.
Prints and distributes payroll warrant and paychecks.
Prepares special payrolls, computes earnings, income tax, social security contributions, retirement and deductions.
Answers inquiries from employees, employers and others concerning payroll procedures and policies, employee earnings and deductions and tax related information.
Prepares income tax forms (W-2 and 1099R) and resolves problems related to obtaining accurate addresses, preparing duplicates as requested.
Develops and maintains a number of accrual schedules, tables and records for vacations, sick and personal time, and other compensated absences.
Responsible for all payroll tax activities, including compliance with local, state and federal regulations. Files federal and state tax returns weekly and quarterly.
Generates the purchase of U.S. Savings bonds and balances employee deduction account accordingly.
Calculates and remits overtime amounts due to Fire and Police Departments according to F.L.S.A. regulations.
Prepares and runs a variety of payroll related reports.
Provides individual employee payroll history in workers compensation and accident cases.
Verifies employee earnings for mortgage and credit applications, and also verifies earnings for the State of Connecticut Department of Labor, the State of Connecticut Support Enforcement Division and the Social Security Administration.
Maintains timesheets for the Finance Department and Tax Collector's Office.
Accounts Payable Component: Compiles, verifies purchase order data, enters and batches payment lists for check runs.
Compiles data from vendors' invoices, purchase orders, and receiving reports to verify accuracy of billing data.
Reviews vendor file and substance of transactions to determine how a transaction should be treated for purposes of 1099 filing.
Computes entries on invoices and credit memorandums to determine prices and discounts.
Accesses computer records to ascertain availability of funds for payment.
Utilizes computer to process payment of purchase orders and invoices according to prescribed procedures.
Reviews warrant lists and compares totals against source records to verify data. Reconciles errors and outstanding encumbrances. Balances checks to invoices and prepares checks for payment.
Prepares checks manually in emergency situations.
Provides information to vendors and city departments regarding the status of payments.
Reviews purchase card transactions.
Maintains vendor files.
Prepares and submits 1099s.
Purchasing Component: Assures adherence to and provides administrative support for the City’s Request for Proposal and vendor bid processes.
Oversees and performs various functions related to the municipality's Invitation to Bid and Request for Proposal processes.
Obtains necessary specifications and prepares the forms and materials that will be utilized in the procurement of goods and services.
Prepares and has advertisement published inviting proposals; sends proposal forms, plans and specifications to vendors and contractors; collects and records deposits for plans and specifications and initiates refunds when plans and specifications are returned.
Receives, dates, time stamps and opens proposals.
Makes copies of proposals and sends to appropriate departments for review and recommendation. Records awarding and rejection of proposals and notifies bidders accordingly.
Sends bidder's proposal to Corporation Counsel for the preparation of a contract, assures that appropriate city officials sign the contract, invites bidder to City Hall to sign the contract, making sure that any required performance and payment bonds are in order. Distributes signed contract to appropriate parties. Deposits bid sureties and releases them when appropriate.
Responds to requests by various city departments for computer generated reports of department expenditures.
Responds to vendor inquiries regarding payment status.
Maintains records on various purchase orders, insurance certificates, etc. and has custodial responsibility for the Purchasing Agent's files.
Operates switchboard for lunch and breaks. Disperses office supplies to other departments.
Works under the supervision of the Comptroller, Purchasing Agent and Deputy Comptroller.
A Bachelors of Science in a business-related field of study plus at least one year of experience in payroll, or any combination of training and experience which provides a demonstrated ability to perform the duties of the position.
Knowledge, Skills and Abilities
KNOWLEDGE, SKILLS AND ABILITIES - Considerable knowledge of principles and practices of bookkeeping.
Good knowledge of municipal payroll procedures and related personnel policies and procedures, including federal and state tax regulations.
Considerable ability to make arithmetic computations rapidly and accurately.
Considerable ability to check and verify numbers and other detailed information according to a complex system and within time constraints.
Considerable ability to operate standard office equipment including calculators, typewriters, computers and software applications.
Good ability in oral and written communications.
Good ability to establish and maintain effective working relationships with supervisors, coworkers, city employees and vendors.
Good knowledge of office methods and procedures.
Good ability to maintain financial records of some complexity and to prepare clerical and financial forms and reports.
Considerable knowledge of administrative procedures.
Good skill in typing at net rate of 60 words per minute.
Considerable ability to handle multiple tasks and to follow through to completion.
TOOLS AND EQUIPMENT USED - Personal computer and peripherals, general ledger, payroll, word processing, database, report writer, and spreadsheet software, calculator, postage machine, photocopier, facsimile, folder/inserter, shredder other standard office equipment.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job the employee is frequently required to sit and talk and listen. The employee is occasionally required to walk; use hands and fingers when operating office equipment and reach with hands and arms. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Employee must be able to read and comprehend basic instructions and to effectively present information in one-to-one situations. This position requires the ability to apply common sense understanding in carrying out detailed but standardized responsibilities.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work is conducted in typical office working conditions with virtually no disagreeable features. The noise level in the work environment is generally quiet.