Introduction
Located on the western shore of Lake Michigan, Milwaukee is
an urban hub bursting with energy. Milwaukee provides a casual sophistication -
big city appeal without the big city hassles. We are accessible and affordable,
and our residents are welcoming. Milwaukee has evolved through the years,
bringing together its unsurpassed charm, top-flight cultural attractions,
professional sports, lakefront festivals, recreational opportunities, and great
restaurants.
The City of Milwaukee is proud to employ a diverse workforce
that is committed to providing exemplary service to the City's residents. If
you have a passion for being part of an inclusive team of public servants,
please consider the following opportunity.
Purpose
Payroll Assistants support hiring and onboarding, process payroll,
audit reports and databases, implement compensation studies and respond to
related inquiries from employees, managers and other City personnel.
There are three titles within the Payroll Assistant
series. The higher levels in the series
(Payroll Assistants 2 and 3) perform functions of increasing complexity, requiring
additional experience, more advanced knowledge of payroll and human resources
functions and the ability to independently reconcile discrepancies, perform
complex calculations, and make adjustments.
Promotion to the higher-level titles requires successfully passing
probation and achievement of advanced competencies.
Eligible candidates who successfully complete the selection
process will be placed on the highest-level eligible list for which they
qualify.
Essential Functions
ALL LEVELS
Payroll Processing
- Perform data entry, timesheet verification and payroll
calculations.
- Enter, review, edit, audit and approve time, using the
City's online time entry system.
- Maintain and process absence paperwork. File supporting documentation in personnel
and medical files. Follow up with
managers and employees regarding required documentation.
- Provide employee support in entering
personnel/payroll/benefits records using PeopleSoft Human Resource Management
System (HRMS).
- Prepare payroll hours, salary dollars and benefit adjustments.
- Calculate retroactive and special-pay adjustments.
- Generate and reconcile reports, such as time owed and
allowed and the sick leave incentive program.
- Research and answer phone calls and email; provide written
documentation of inquiries from employees or other City departments.
- Provide support to managers and employees regarding
departmental policies and procedures.
PAYROLL ASSISTANT 2 & 3
- Perform intermediate to advanced functions in Excel
including sorting data, running queries, summarizing data and ability to
perform advance functions in Excel, including creation of charts and Pivot
tables.
- Perform queries and summarize data from the payroll and
financial systems;
- Ability to train peers and department members.
- Audit and reconcile payroll entries.
- Review and analyze payroll data for accuracy and
completeness.
- Serve as a subject matter expert on payroll matters, proving
guidance and training to payroll staff.
- Perform advanced functions in the City's payroll system,
including editing, deleting and approving time entries, utilizing the Absences
and Reports tab and creating new employee entries.
- Audit and reconcile non-routine and complex payroll issues.
- Track, enter and audit Time Owed and Allowed (TOAs).
- Create unique payroll reports.
- Identify and resolve payroll problems and inconsistencies.
- Review the work of other payroll staff.
- Collaborate with human resource and financial staff citywide
to address payroll-related issues and ensure seamless processes.
We welcome qualified individuals with disabilities who are
interested in employment and will make reasonable accommodations during the
hiring process in accordance with the Americans with Disabilities Act (ADA) of
1990, as amended by the Americans with Disabilities Act Amendments Act (ADAAA)
of 2008.
Conditions of Employment
- Ability to exert up to 10 pounds of force occasionally.
Minimum Requirements
Payroll Assistant 1:
- Two years of progressively responsible payroll and/or
accounting experience.
Payroll Assistant 2:
- Three years of progressively responsible payroll and/or
accounting experience, including one year performing payroll functions in a
complex environment (comparable to the Department of Public Works (DPW)) that
includes multiple shifts and titles, pay codes and the creation of reports and
queries.
Payroll Assistant 3:
- Four years of progressively responsible payroll experience in
a complex environment (comparable to the DPW) that includes multiple shifts and
titles, pay codes and the creation of reports and queries.
Equivalent combinations of education and experience may be
considered.
NOTICE: Please do not attach your academic transcripts to
your employment application. The hiring department will verify candidates'
education as part of the background screening process prior to extending any
job offers.
Desirable Qualifications
- Certified Payroll Professional.
Knowledge, Skills, Abilities & Other Characteristics
Advanced mastery of the listed KSAs below is required for
the Payroll Assistant 2 and 3 titles.
Technical
- Ability to identify and resolve time entry and
payroll-related issues.
- Knowledge of mathematics and attention to detail to
calculate salary adjustments and formulas.
- Ability to learn and efficiently utilize the City's payroll-related
systems, including PeopleSoft (HR), the Financial Management Information System
(financials) and timekeeping (CityTime).
- Ability to learn and accurately apply payroll processes and
procedures.
- Ability to read, understand, explain and apply benefits,
payroll deductions and leave policies and procedures, and departmental and
city-wide policies.
- Ability to perform accurate data entry and mathematical
calculations.
- Ability to proficiently use software programs such as word
processing, spreadsheet, and payroll databases to create documents,
spreadsheets, charts and reports.
- Ability to learn and accurately apply state and federal
payroll compliance requirements.
- Ability to maintain accurate and detailed records.
- Ability to read and interpret job-related documents such as
City Ordinances, State and Federal labor regulatory policies, procedures, and
forms.
- Ability to effectively learn and use the scheduling module
in CityTime or a comparable system.
Interpersonal/Customer Service/Communication
- Knowledge of customer service best practices and the ability
to incorporate them into operations.
- Ability to communicate effectively verbally to explain
policies, procedures and payroll transactions to employees at all levels of the
organization.
- Written communication skills to produce error-free
correspondence, accurately applying the conventions of grammar, punctuation and
spelling.
- Ability to communicate with culturally diverse individuals
at all levels inside and outside the organization.
Critical Thinking/Judgment/Professionalism
- Ability to work well independently and as a team member.
- Ability to perform work with a high degree of accuracy.
- Ability to think critically and analytically.
- Ability to work effectively under pressure and tight time
constraints.
- Integrity and the ability to maintain complete
confidentiality.
- Ability to handle multiple projects with varying and often
tight deadlines.
- Honesty, integrity and the ability to use City resources
responsibly.
- Initiative and dedication to process improvement.
- Ability to exercise judgment, discretion, and tact in
handling confidential payroll and personnel matters.
- Impeccably detail oriented.
Payroll Assistant 2 and 3
- Ability to serve as a subject matter expert on Chapter 350
of the Milwaukee Code of Ordinances, City Service Rules and the Salary
Ordinance.
Current Salary
Payroll Assistant 1
- The current salary range (PR 5GN) is$54,418- $60,642annually,
and the current resident incentive salary range for City of Milwaukee residents
is$56,051-$62,461.
Payroll Assistant 2
- The current salary range (PR 5MN) is$57,139- $64,316 annually,
and the current resident incentive salary range for City of Milwaukee residents
is$58,853-$66,246.
Payroll Assistant 3
- The current salary range (PR 5NN) is$59,996- $68,214 annually,
and the current resident incentive salary range for City of Milwaukee residents
is$61,796-$70,261.
The City of Milwaukee provides a comprehensive benefit
program that includes the following:
- Defined Benefit Pension Plan
- 457 Deferred Compensation Plan
- Health and Dental Insurance
- Paid Parental Leave
- Comprehensive Wellness Program
- Onsite Clinic Services
- Onsite Employee Assistance Program
- Alternative Work Schedules
- Long Term Disability Insurance
- Group Life Insurance
- Tuition Benefits
- Paid Vacation
- 12 Paid Holidays
- Paid Sick Leave and other paid leaves
- Flexible Spending Arrangement
- Commuter Value Pass
For full details of the benefits offered by the City of
Milwaukee, please visit.
Selection Process
THE SELECTION PROCESSwill be job related and will
consist of one or more of the following: an evaluation of education, experience
and/or responses to supplemental questions; a written or performance test, a
structured interview, or other assessment methods. The Department of Employee
Relations reserves the right to call only the most qualified candidates to
structured interviews and performance examinations. Structured interviews may
include written exercises. Selection process component weights will be
determined by further analysis of the job.
INITIAL FILING DATE-The selection process will
be held as soon as practical after the deadline listed above. Receipt of
applications may be discontinued at any time after this date without prior
notice. However, recruitment may continue until the needs of the City have been
met. Qualified applicants will be notified of the date, time, and place of the
selection process components. Unless otherwise required by law, the City of
Milwaukee will not provide alternative selection process dates or times. The applicant
is responsible for attending all phases of the job selection process at the
time and place designated by the City of Milwaukee.
Additional Information
- Applications can be accessed by visiting
www.jobapscloud.com/MIL.
- If you would like assistance completing an application,
please contact the Department of Employee Relations at (414) 286-3751 or
staffinginfo@milwaukee.gov.
- The Department of Employee Relations is located in City
Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.
Conclusion
EEO 303
The City of Milwaukee values and encourages diversity and is
an equal opportunity employer.