Accounting Assistant - Finance

About the Department

The Accounting Assistant - Payroll provides support to the Payroll Specialist and the Finance Department by executing duties pertaining to the preparation, processing, maintenance, and verification of the payroll function. Must be detail-oriented and deadline-driven with strong organizational, written, and oral communication skills. Must be able to manage multiple tasks. Must be able to work independently and as part of a team. Must have excellent analytical abilities to proactively work out problems and implement solutions. Must maintain a high level of confidentiality, professionalism, integrity, and trust.

This position directly supports the City of Midland’s strategic goal to Provide Sound Governance and Fiscal Management by ensuring accurate and timely payroll processing, maintaining financial integrity through reconciliation and internal controls, and supporting compliance with applicable laws, policies, and reporting requirements.

Position Duties

1. Research and respond to payroll-related inquiries from internal and external sources; refer more difficult problems or those requiring decision-making outside of the norm to the Payroll Specialist.
2. Provide backup to bi-weekly, special, or void payroll runs.
3. Assist with the preparation and maintenance of payroll-related personnel records, earnings records, deduction records, and benefit records, and similar records outside of and within the financial/employee management database(s) in accordance with City procedures.
4. Review all time sheets and time-tracking transactions for accuracy and completeness.
5. Under the direction of the Budget Manager, balances or reconciles payroll records; resolves and adjusts discrepancies; analyzes reports to identify and locate sources of error.
6. Prepare payroll-related accounts payable invoices and initiate payments to applicable third parties. Ensures that payments and reporting requirements are disbursed timely and accurately.
7. Stay current on all changes to state and federal rules, regulations, requirements and laws pertaining to payroll, labor, and pension or any matters impacting the payroll process.
8. Under the direction of the Budget Manager perform routine internal audits.
9. Assist with fiscal year end payroll reconciliation and closing procedures.
10.Assist with calendar year-end payroll reconciliation and closing procedures.
11.Perform additional duties as assigned.

Skills Required
To perform this job successfully, an individual must demonstrate satisfactory performance in each essential duty. The requirements listed below represent the skills and abilities required for this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Possess highly developed interpersonal, organizational and problem-solving skills to make sound and proactive decisions with little or no direction.
2. Ability to prioritize daily workload and model flexible, logical, and reflective behavior.
3. Ability to be sensitive and confidential in the management of staff’s needs and issues, displaying diplomacy and tact in all interactions.
4. Ability to speak to the public in person, over the phone, and in writing with integrity and clear direction.
5. Ability to process routine reports and write correspondence.
6. Possess working knowledge in word processing, spreadsheets, database entry, and Google applications.
7. Must have the capacity to learn and become proficient with new computer software as needed with minimal guidance.
8. Ability to read and interpret documents such as policies, procedure manuals, operating instructions, City codes and procedures, and data-based reports.
9. Ability to troubleshoot office equipment and minor computer issues.
10. Possess experience with financial information systems.
11. Ability to maintain and grow current job skills as directed.
12. Demonstrate an aptitude for the work to be performed.
13. Strong orientation toward providing customer service

Other Qualifications

1. Associate's degree in a related field required, four-year degree preferred.
2. Minimum of one year of experience with payroll required.
3. Demonstrate the ability to develop and navigate databases using formulas and
mathematical functions.
4. Demonstrate the ability to read, understand, and develop financial budgets, and
other statistical reports.
5. Ability to multitask, prioritize daily workload, and model flexible, logical, and
professional behavior.
6. Demonstrate the ability to use discretion and exercise sound judgment.