Job Information
City of Portland Payroll Specialist (Administrative Specialist III) - Multiple Vacancies in Portland, Oregon
Payroll Specialist (Administrative Specialist III) - Multiple Vacancies
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Payroll Specialist (Administrative Specialist III) - Multiple Vacancies
Salary
$80,558.40 - $114,982.40 Annually
Location
1120 SW 5th Ave, OR
Job Type
Regular
Job Number
2024-00612
Bureau
Bureau of Human Resources
Opening Date
06/17/2024
Closing Date
7/1/2024 11:59 PM Pacific
Description
Benefits
Questions
The Position
The Bureau of Human Resources is seeking to fill two (2) vacancies.
Job Appointment: Full time, regular
Work Schedule: Monday – Friday, 8am-5pm. Alternate schedule may be available.
Work Location: Hybrid. In-person work to be conducted at The Portland Building located at 1120 SW 5th Avenue. Remote work must be performed within Oregon or Washington. For more information, click here (https://www.portland.gov/policies/human-resources-administrative-rules/employee-behavior-expectations/hrar-4045-employee) .
Benefits: Please check our benefit tab for an overview of benefit for this position
A pplication Material: Please click APPLY to submit your application via the City of Portland’s online portal. You will need respond to the supplemental questions and attach a resume.
The City Council has approved a 3.3% cost of living adjustment (COLA) for all eligible employees of the City of Portland for the fiscal year, effective from July 1, 2024. As a result, the salary for this position may increase due to the approved COLA.
Position Summary
The City of Portland's Bureau of Human Resources is seeking a Payroll Specialist (Administrative Specialist III) to work on the Human Resources (HR) and Payroll Services Team. The team manages the City's SAP HCM system and is responsible for ensuring that the City's biweekly payroll and HR processes are executed in order to pay approximately 8,000 employees in 14 bargaining units. Payroll is processed according to federal, state and local wage and hour laws and the city's labor agreements. The Bureau of Human Resources has a supportive and diverse workforce which values teamwork and strives for high quality service through knowledgeable, helpful and responsive interactions with its customers.
The Payroll Specialist Position performs a variety of complex and highly responsible professional, technical and analytical activities to support the City's payroll process. The position is responsible for processing the City's biweekly payroll in the City's SAP HR/Payroll system. Incumbents perform day to day operational functions, such as activities in support of generating check and ACH payments for both biweekly payroll and on demand requirements, auditing, and correcting payroll related master data, analyzing gross to net pay, processing third party and federal and Oregon State tax payments, and responding to unemployment benefit earnings audits. Incumbents also are expected to coordinate with internal stakeholders, such as bureau customers and the HR and Payroll Services team members to resolve issues, continuously improve, and streamline process.
The Payroll Specialist Positions are responsible for performing a variety of highly professional, technical, and analytical activities in support of the City’s payroll to ensure that all employees are paid accurately.
Responsibilities include:
Federal and State quarterly tax filing and payment requirements.
Investigating Payroll Accounting issues for reconciliations of the general ledger.
Filing quarterly tax reports
Reconciling Payroll tax payments to the general ledger and book journal entries.
Reconciling Bi-weekly Payroll Reports to quarterly 941s, OQs and annual W-2s.
Preparing Annual ACFR Audit Schedules
Serving as a backup for both cycle and off-cycle payroll administration.
Facilitating the reissuance of W-2's upon request.
Issuing W2Cs, as necessary.
Providing requested pay stub information in a timely manner.
Preparing Journal Entries and/or Debit/Credit Memos as needed.
Completing and submitting the Employer's Quarterly Federal Tax Return (Form 941).
Preparing and submitting the State Quarterly Tax Report and Employee Detail Report (Form 132).
Preparing and submitting the Quarterly BLS Multiple Worksite Report.
Managing Paid Leave Oregon entries.
Managing imputed income entries for WA L&I & provide payroll details to Risk ensuring timely payment to the State.
Thoroughly researching, reviewing, and preparing responses to correspondence received from IRS/SSA.
Reviewing and processing SSNVS file promptly.
Questions?
Jaclyn Snyder, Senior Recruiter
Bureau of Human Resources
Jaclyn.Snyder@portlandoregon.gov
To Qualify
The following minimum qualifications are required for this position:
Knowledge of federal, state, and local payroll regulations and requirements.
Knowledge of payroll accounting process and procedures, including calculating pretax and post-tax earnings and deductions and reconciling payroll postings.
Experience performing full cycle payroll processing and procedures.
Experience using enterprise-wide payroll software, and standard PC software packages.
Experience reconciling and filing quarterly and annual tax filings including preparing, completing and submitting the Employer's Quarterly Federal Tax Return (Form 941) and the State Quarterly Tax Report and Employee Detail Report (Form 132).
Experience with year-end W2 and W3 reconciliations and filings.
Although not required, you may have:
Certified Payroll Professional (CPP) certification.
The Recruitment Process
STEP 1: Apply online between Monday, June 17, 2024 – Monday, July 1, 2024
Required Application Materials:
Resume
Answer to the Supplemental Questions (click on the Questions tab to preview the questions)
Optional Application Materials:
Veteran documents to request for Veteran Preference (ex, DD214-Member 4, VA Benefit Letter, etc.)
Application Tips:
Your responses to the supplemental questions should include details describing your education, training and/or experience, and where obtained, which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement.
Your resume should support the details described in your responses to the supplemental questions.
Salary Range/Equity Pay Analysis: Please note per the Oregon State Pay Equity Law (https://www.oregon.gov/boli/workers/pages/equal-pay.aspx) your salary is determined based on the experience and education listed in your resume/application. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all directly related and equivalent experience.
Do not attach materials not requested.
All completed applications for this position must be submitted no later than on the closing date and time of this recruitment.
All applications must be submitted via the City's online application process. E-mailed and/or faxed applications will not be accepted.
Step 2: Minimum Qualification Evaluation: Week of July 1, 2024
An evaluation of each applicant's training and paid and unpaid experience, as demonstrated in their resume and supplemental questions, weighted 100%.
Your resume and responses to the supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
You have 14 days from the notice of the minimum qualification evaluation results to let us know if you like to review and discuss your evaluation result. Please read the City of Portland Administrative Rule 3.01 (https://www.portland.gov/policies/human-resources-administrative-rules/employment/hrar-301-recruitment-processes) for complete information.
Additional evaluation may be required prior to establishment of the eligible list and/or final selection.
Step 3: Establishment of Eligible List: Week of July 8, 2024
Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list.
Step 4: Selection (Interview): Late July
Hiring bureau will review and select candidates to interview.
Please note, the selection process may take up to 90 days from the notification of being placed on the eligible list.
Step 5: Offer of Employment: August
Step 6: Start Date: September
A start date will be determined after all conditions of employment have been met.
Timeline is approximate and subject to change
Additional Information
Click here (https://www.portland.gov/bhr/career-center/recruitment-policy) for additional information regarding the following:
Veteran Preference
ADA, Pregnancy, and Religious Accommodations
Work Status
Equal Employment Opportunity
A Career with the City of Portland offers many Employee Benefits
We offer a comprehensive benefits package, including but not limited to
Health Care (Medical, Vision and Dental)
Carrot Fertility
Wellness Benefits
Life Insurance
Short- and Long-term disability coverage to eligible employees and their families.
Employee Assistance Plan
Flexible Spending Accounts
Retirement
Oregon Public Employees Retirement System (PERS), including contributions to the PERS IAP plan paid by employer
Family Medical Leave
City Paid Parental Leave
AND SO MANY MORE!
Benefits may vary depending on bargaining unit and employment status. Click here to review the many different benefits the City of Portland offers (https://www.portland.gov/bhr/benefit-offerings/benefits-quickstart-guide/benefit-plan-summaries-highlight-guides) .
01
Thank you for your interest in joining the team at the City of Portland. We sincerely value your time and hope to make your application experience as positive as possible.
The following supplemental questions are an important step to assist us in determining if you have the minimum qualifications to succeed in the posted vacancy.
Write specific and unique responses to each question. Answering "No", to any of the Yes/No questions or answering an essay question with the following "See resume", or entering "N/A" for any of the minimum qualifications listed in the "To Qualify" section may eliminate you from further consideration.
Note: If you are requesting veterans' preference, please be sure to upload a copy of your DD214 and/or Veteran's administration letter stating your disability. Veteran's preference documentation must be submitted by the closing time of this announcement.
Have you read and understood all the information listed above?
Yes
No - If you have any questions, please contact the recruiter on the announcement.
02
Where did you first learn about this job opportunity? (If on a website or job board, please specify which one)
03
The City of Portland receives public records requests at times. Please indicate which response you find appropriate: (Answer will not disqualify you from the process)
My application was submitted with the understanding that the City of Portland would keep the information confidential and would only disclose the information if ordered to do so. I would not have submitted this application without the promise of confidentiality.
You may release my application; I am waiving confidentiality.
04
Do you have knowledge of federal, state, and local payroll regulations and requirements?
Yes
No
05
Provide a detailed example(s) of your knowledge of federal, state, and local payroll regulations and requirements.
In your response, include details which clearly reflect how you meet this minimum qualification. Such as:
Examples of when you used the knowledge skill or ability.
Role you served in (professional, internship, volunteer).
Skills, training, transferable skills or lived experience you have that will help you in this area.
Total years of experience applying the knowledge, skill, or ability.
06
Do you have knowledge of payroll accounting process and procedures, including calculating pretax and post-tax earnings and deductions and reconciling payroll postings?
Yes
No
07
Provide a detailed example(s) of your knowledge of payroll accounting process and procedures, including calculating pretax and post-tax earnings and deductions and reconciling payroll postings.
In your response, include details which clearly reflect how you meet this minimum qualification. Such as:
Examples of when you used the knowledge skill or ability.
Role you served in (professional, internship, volunteer).
Skills, training, transferable skills or lived experience you have that will help you in this area.
Total years of experience applying the knowledge, skill, or ability.
08
Do you have experience performing full cycle payroll processing and procedures?
Yes
No
09
Provide a detailed example(s) of your experience performing full cycle payroll processing and procedures.
In your response, include details which clearly reflect how you meet this minimum qualification. Such as:
Examples of when you used the knowledge skill or ability.
Role you served in (professional, internship, volunteer).
Skills, training, transferable skills or lived experience you have that will help you in this area.
Total years of experience applying the knowledge, skill, or ability.
10
Do you have experience using enterprise-wide payroll software, and standard PC software packages?
Yes
No
11
Provide a detailed example(s) of your experience using enterprise-wide payroll software, and standard PC software packages.
In your response, include details which clearly reflect how you meet this minimum qualification. Such as:
Examples of when you used the knowledge skill or ability.
Role you served in (professional, internship, volunteer).
Skills, training, transferable skills or lived experience you have that will help you in this area.
Total years of experience applying the knowledge, skill, or ability.
12
Do you have experience reconciling and filing quarterly and annual tax filings including preparing, completing and submitting the Employer's Quarterly Federal Tax Return (Form 941) and the State Quarterly Tax Report and Employee Detail Report (Form 132)?
Yes
No
13
Provide a detailed example(s) of your experience reconciling and filing quarterly and annual tax filings including preparing, completing and submitting the Employer's Quarterly Federal Tax Return (Form 941) and the State Quarterly Tax Report and Employee Detail Report (Form 132).
In your response, include details which clearly reflect how you meet this minimum qualification. Such as:
Examples of when you used the knowledge skill or ability.
Role you served in (professional, internship, volunteer).
Skills, training, transferable skills or lived experience you have that will help you in this area.
Total years of experience applying the knowledge, skill, or ability.
14
Do you have experience with year-end W2 and W3 reconciliations and filings?
Yes
No
15
Provide a detailed example(s) of your experience with year-end W2 and W3 reconciliations and filings.
In your response, include details which clearly reflect how you meet this minimum qualification. Such as:
Examples of when you used the knowledge skill or ability.
Role you served in (professional, internship, volunteer).
Skills, training, transferable skills or lived experience you have that will help you in this area.
Total years of experience applying the knowledge, skill, or ability.
Required Question
Agency
City of Portland
Address
1120 SW 5th Ave, Room 987 Portland, Oregon, 97204
Website
http://www.portlandoregon.gov/jobs
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