Payroll Administrator - Westbrook

Start Date: November 06, 2024 | End Date: December 31, 2024
County: Cumberland County
Job Type: Finance

The City of Westbrook was a traditional mill city that has grown and diversified significantly over the last two decades to become a residential hub and business center for the region. Westbrook has a population of over 20,000 and covers 17.36 square miles. Westbrook is centrally located to both urban and rural amenities. Currently, the City employs approximately 195 full-time and 80 variable hour employees covered by five different Collective Bargaining Agreements. The departments contained within the City are the Mayor’s Office, Economic Development, City Clerk, Finance, Human Resources, Planning, Code Enforcement, & Assessing, Public Services, Community Services, General Assistance, Library, Police, Fire & Rescue, and Dispatch.

The Finance department is responsible for accounting, city budget and financial reporting, discharges, motor and recreational vehicle registrations, tax payments, hunting/fishing licenses, and sewer and tax liens. The Finance department is staffed with nine full-time employees.

In accordance with established policies, procedures and employment law, the Payroll Administrator performs a wide variety of highly confidential tasks in support of the City of Westbrook payroll administration. This position reports to the Finance Director and is responsible for processing payroll, tax withholding, maintaining employee records, collaborating with the HR department, and providing additional support to Finance as required. The Payroll Administrator is expected to provide excellent employee and customer service while maintaining a high level of confidentiality and professionalism at all times.

The City of Westbrook is deeply committed to prioritizing diversity, equity, and inclusion, especially in our hiring process. We value a diverse workforce and workplace and strongly encourage women, people of color, LGBT+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

Job Duties:

• Prepares and reviews accurate weekly time for hours, overtime, unpaid time, vacation, and sick leave for employees, ensuring that all wages & benefits paid are correct.
• Prepares and files weekly electronic payroll file with the bank and all necessary taxes and deduction payments by required deadlines, ensuring accuracy, and reconciling of amounts.
• Performs payroll and benefit changes as required for the City of Westbrook including wage garnishments, tuition reimbursement, retro payments, workers’ compensation payments, employee reimbursements, and corrections as needed . Responsible for final review of all deductions, accruals, and salary changes for existing employees recorded on payroll status change forms initiated by Department Admins and approved by the Department Head and Human Resources.
• Verifies employee terminations and pays final pay and accrual payout in accordance with union contracts and HR policies.
• Assists administrative staff with payroll-related inquiries and provides support to employees on payroll issues.
• Reconciles benefits to payroll system/records.
• Works closely with HR to manage employment changes, benefits, and payroll adjustments.
• Performs general ledger account reconciliations for all payroll related liabilities.
• Prepares and submits 941 Employer’s Federal Tax Return on a quarterly basis to governmental agency as required.
• Assists with 941 reconciliation with all recorded wages for fiscal year end audit.
• Assists with the preparation of the calendar year end reconciliation of the City 941’s and W2’s.
• Assists Finance with fiscal year end audit schedules.
• Reconciles actual wages to budget on a quarterly basis.
• Reports  retirement contributions each pay period to the Retirement portal for 401a and  457 contributions, and  loans.
• Reports Retirement Health Savings Account contributions. Adjusts accruals, deposits amounts in accordance with applicable contract requirements and creates online submission reports.
• Develops a thorough knowledge of all Union Contracts and Non-Union Policies.
• Manages employee Vacation, Sick leave, Comp time, and Holiday balances in accordance with applicable contracts.
• Troubleshoots accrual issues to correct balance deficiencies and applies union contract interpretation to balance accrual and assures proper payroll setup. Assists administrative staff with coding, interpretation, or setup issues.
• Develops a thorough knowledge of all City insurance, retirement, and health plans.
• Performs final level of review of salary updates, employee changes, new employees, and terminations to ensure bills reconcile with payroll deductions.
• Develops and provides reports from payroll software, Munis as needed.
• Performs other duties and projects as assigned.

Education and Qualifications:

• Associate degree or bachelor’s in accounting is preferred.
• A minimum of three (3) years of experience in payroll, accounting, or other related experience, preferably within a municipal environment.
• Advanced training or certification in payroll is desirable.
• Any equivalent combination of education, training or experience that provides the required knowledge, skills and abilities will be considered.
• Knowledge of payroll best practices, federal and state laws regarding payroll compliance requirements, employment rules and regulations, payroll record requirements.
• Ability to quickly become familiar with several union contracts and accurately interpret complex contract language as pertaining to the administration of payroll and benefits matters.
• Possess a high level of computer proficiency with Microsoft Office Suite.  Prior experience with MUNIS preferred, or other similar HRIS/Payroll software with the ability and willingness to quickly become proficient with new software applications as needed.
• Strong organizational, administrative, mathematical, analytical, and problem-solving skills with the ability to meet strict deadlines and manage multiple tasks in a fast-paced and ever-changing environment.
• Keen attention to detail with an ability to work within deadlines.
• Ability to work independently and as part of a team.
• Ability to establish and maintain effective and appropriate working relationships with employees, management team members, union leaders, the public, and public officials.
• Excellent interpersonal skills and approachable, helpful demeanor.
• Must possess solid oral and written communication skills and the ability to prepare effective correspondence and reports on a variety of matters.
• Must conduct themself in an objective and professional manner and exercise tact in the handling of sensitive matters. Must maintain confidentiality at all times.
• Ability to transport self to off-site meetings, workshops, and trainings as needed.
• Ability to perform all essential functions of the position.

Compensation and Benefits:

• Competitive salary range of $59,376.25 - $70,991.32 depending on experience. Cost of living adjustment to be applied on January 1, 2025.
• This position is an exempt, full-time, non-union position.  
• A comprehensive benefits package includes medical (PPO plan at 12% premium cost, plus HRA reimbursement), dental, vision, life insurance (one times base salary), short and long-term disability, and employee assistance program.
• Generous paid leave including vacation, sick, and 13 holiday per year.
• Tuition reimbursement for job-related courses.
• Retirement program of the Maine Public Employees Retirement Plan (Maine PERS) or defined 457 with matching up to 6%.

Application Process:

• Whether you have found us through our jobs page, Indeed, the Maine Municipal Association (MMA), Facebook, or other platforms, you can apply online, via email, or in-person. Be sure to include all necessary information, including the position applied for, salary requirement, experience, education, qualifications, and certifications.
  • Online application
  • Interested applicants should send their resume and letter of interest to the Human Resources Department at HR@westbrook.me.us.
  • In-Person Applications at 2 York Street, Westbrook, ME

The City of Westbrook is an Equal Opportunity Employer and prohibits discrimination or harassment of any kind. We recruit, employ, train, compensate, and promote without regard to race, religion, creed, color, national origin, age, gender, gender identity, and or expression, sexual orientation, marital status, disability, veteran status, or any other basis protected by applicable federal, state, or local law.

Applicants selected as finalist for this position will be subject to a comprehensive reference and background check.

Open until filled.