* Operations Manager- Accounting and Budget (Payroll Focus)
- Type:Full Time
- Salary/Pay Rate:$6,354 - $8,894 per month
- Posted Date:02/13/2018 1:30 PM
The City of Lancaster
Invites Applications for:
Operations Manager- Accounting and Budget (Payroll Focus)
(Non-Union - Mid-Management)
Exempt - Not Overtime Eligible Eligible for Administrative Time (80 Hours)
Benefits eligible & 401(a) payment equal to 5% of base salary
The Operations Manager reports to the Sr. Operations Manager overseeing Accounting and Budget. The incumbent of this position assists with the management, evaluation, continuous improvement, and supervision of the payroll accounting operations of the City; as well as assists in the administrative and leadership role in the organization; and develops and implements policies relating to the Finance Department function and operations. Excellent communication skills, strong interpersonal skills, and a strong desire to continuously improve the Finance Department is necessary. Proven, successful governmental accounting and management experience are critical.
NOTE: This particular position will be heavily payroll focused.
- Manages the operation of the City's payroll system (Cayenta) ensuring system functionality and compliance with all applicable laws, rules and regulations.
- Responsible for managing the accounting, recording, monitoring and reporting of all payroll related accounts including salary expenses and withholding taxes, benefit and retirement contributions and worker's compensation and garnishment payments.
- Manages the development of procedures for processing automated payrolls to ensure detection of mathematical errors and compliance with the Internal Revenue Code, established City ordinances, court orders, and generally accepted accounting procedures.
- Assists with the development of audit procedures to ensure that each employee receives an accurate paycheck each payday.
- Ensures accurate deposits of withholdings from employees' pay to prevent assessment of penalties by federal and state agencies for late or inaccurate remittances.
- Develops procedures to ensure adequate documentation of payroll exceptions. Documents all payroll processing procedures and updates documentation with each new software release.
- Accurately interprets impact on the City of changes in the Internal Revenue Code (IRC); avoids assessment of monetary penalties on the City by compliance to the IRC and State Tax Code; files all legally required reports accurately and timely to avoid monetary penalties; maintains an effective working relationship to ensure compliance with payroll procedures; and ensures maintenance of payroll records that are accurate.
- Oversees the preparation and reconciliation of bi-weekly payroll journal entries, vacation accrual, benefits report and data feeds, and time and attendance entries.
- Complies with federal, state, and local legal requirements by studying existing and new legislation; enforcing adherence to requirements; advising leadership on needed actions.
- Manages end of year processing FICA refunds, distributing W-2 and 1099 Misc forms, reconciling wages and taxes reported to SSA with wages and taxes reported to IRS.
- Develops and maintains payroll processes and internal control to preserve the quality, efficiency and overall effectiveness of all payroll functions and regulatory compliance.
- Partners with key stakeholders to evaluate complex payroll processes and identify opportunities for improvement.
- Ensures that all activities of the accounts payable, accounts receivable and payroll sections run optimally and ensures that expenditures, processes and policies are appropriate and in compliance with budgetary and legal requirements.
- Oversees the financial (Cayenta) software system in coordination with IT to develop automated workflow/approval processes throughout City departments.
- Partners with key stakeholders to evaluate, research, and resolve complex compliance or longer-term operational challenges that arise in order to reduce risk and improve payroll operations.
- Reconciles payroll and related liabilities accounts.
- Researches and monitors outstanding payroll and reconciliation issues.
- Ensures compliance with all applicable federal and state wage and hour laws as well as tax filings and proper deductions.
- Maintains payroll guidelines by writing and updating policies and procedures.
- Collaborates with the HR Team to ensure accurate and timely flow of employee data regarding status changes and department/ division transfers.
- Assists with planning, organizing, managing and evaluating the work of Finance Department staff.
- Plans and evaluates the performance of assigned staff; establishes performance requirements and personal development targets; monitors performance and provides coaching for performance improvement and development; provides or recommends rewards to recognize performance; takes disciplinary action, up to and including termination, to address performance deficiencies.
- Manages and works with staff to develop and maintain a high performance, customer service-oriented work environment that supports achieving the City's mission, strategic goals and core values.
- Assists with the management, coordination, and participation in financial audits and preparation of annual financial reports for the City, taking into consideration required federal, state and local reporting related to grants and payroll.
- Continued focus on building a high performance work team through developing, coaching, mentoring, and training staff.
- Improves communication with internal and external customers, including enhanced documentation of procedures, and increased training programs for City staff.
- Builds and maintains effective working relationships with co-workers, other City employees and the public using principles of good customer service.
- Perform related duties as assigned.
- Bachelor’s degree in finance, accounting, business administration, or other relevant field; a minimum of five (5) years of progressively responsible payroll, finance and/or accounting experience; or an equivalent combination of education and experience, preferably in a government agency.
- A minimum of three (3) years of supervisory experience with payroll or finance departments and staff.
- Knowledge of Federal, state and local laws, regulations and court decisions applicable to assigned areas of responsibility.
- On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports and special projects; identify and interpret technical and numerical information; resolve difficult complaints; interpret, apply, and explain pertinent local, Federal, and State laws and regulations.
- Proven knowledge of principles and practices of business data processing particularly related to the processing of payroll, accounting and financial information.
- Proven knowledge of principles and practices of general, enterprise, and governmental accounting.
- Proven knowledge of government finance principles and requirements.
- Proven knowledge of methods and techniques applicable to advanced financial analysis.
- Proven knowledge of principles and practices of effective management and supervision.
- Ability to research and evaluate a variety of financial and internal service programs and activities and make sound recommendations for improvement.
- Ability to define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
- Ability to perform complicated mathematical calculations and analyses and prepare clear, concise and comprehensive financial statements, reports, studies and other written materials.
- Ability to prepare clear, concise and comprehensive correspondence, reports, studies and other written materials.
- Ability to exercise sound, expert independent judgment within general policy guidelines.
- Ability to exercise tact and diplomacy in dealing with sensitive and complex issues and situations.
- Ability to select, supervise, train and evaluate professional and technical staff.
- Ability to analyze situations accurately and adopt an effective course of action.
- Ability to work independently and in a team environment; ability to establish and maintain effective working relationships; ability to work with all levels of employees and management, and willingness to give assistance to co-workers.
- Strong personnel management and employee relations skills; able to delegate authority and responsibility while promoting individual accountability.
- Strong customer service and business acumen, with the ability to carefully evaluate and improve the organization’s efficiency, effectiveness, and productivity.
- Ability to work independently under pressure; proactive thinker/self-starter.
- Ability to interpret and carry out a variety of instructions furnished in written, oral, diagram, or schedule form.
- Advanced skill in Microsoft Word, Excel, and Outlook; proficiency in common office equipment, i.e. printer, scanner, copier and fax machine.
Working Conditions/Physical Requirements:
- Work is performed in a standard office environment and the field with extensive public contact and frequent interruptions.
- Primary functions require sufficient physical ability and mobility to work in an office and field setting:
- To stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (up to 25lbs); to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
- Vision requirements:
- See in the normal visual range with or without correction.
- Hear in the normal audio range with or without correction.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
For additional information, please review our Job Application and Selection Procedure page.