Job Details
Salary : $52,769.60 - $71,032.00 Annually
Location : Concord, NH
Job Type: Full-Time
Job Number: 2024-99
Department: Finance
Opening Date: 05/24/2024
Description
Bustling municipal department is seeking a payroll coordinator for weekly payroll processing. The right candidate will be organized, detail oriented, and enjoy meeting deadlines. This role allows you to provide service to our over 500 employee base who provide essential services to the residents of Concord, New Hampshire.
DEPARTMENT: Finance - Accounting Division
TYPE OF EMPLOYMENT: Full Time, Days, Monday-Friday
APPLICATION INSTRUCTIONS:
CLOSING DATE: Open until filled with a continuous review of applications.
Instructions for Applying: A City Application is required. An application may be completed online and submitted electronically by visiting the City of Concord web site at www.concordnh.gov. For more information on applying, call (603) ###-#### (voice) or TTY at 800-###-#### or 7-1-1.
"An Equal Opportunity Employer M/F/DP/V and LBBTQ"
Job Summary:
Performs work of moderate difficulty processing weekly payroll, sick & annual leave, journal entries and other financial transactions; processes payroll accounts, prepares quarterly and annual payroll tax filings and W-2's; provides customer service and responds to requests for information from internal and external customers; enters and retrieves information using a computer.
Examples of Duties
Enters data from weekly payroll timesheets; reviews weekly employee payroll changes (pay increases, workers compensation hours etc.) and notifies timekeepers of any necessary corrections;
Reviews payroll hours for all departments; calculates and enters short-term disability and workers compensation into weekly pay batch.
Reviews the final payroll batch for the Assistant Finance Director's review; balances deductions; prints checks; prepares and submits weekly federal tax payment; maintains and updates payroll database as needed; balances and adjusts sick and annual leave for all departments, runs monthly accrual updates and history reports which are sent to departments for verification; assists Human Resource Department with payroll and benefit information.
Answers inquiries from City personnel regarding payroll checks and deductions; maintains binder files for timesheets and payroll registers.
Assists in the update of the Pay Master, Deduction & Benefit Master, Employee Job/Salary, Employee Deduction/Benefit records and Federal and State Income Tax Tables in the City's ERP System.
Prepares quarterly 941 reports and monthly/quarterly State Income Tax filings.
Reconciles and prepares W-2's for distribution to employees and assists in electronic filing with Social Security Administration.
Assists employees in accurate completion of W-4's and other Payroll related forms.
Provides customer service and responds to request for information from internal and external customers.
Transmits direct deposit and payroll check/positive pay files to the City's bank vendor.
Enters journal entries into the City's financial software, and files general ledger posted journals with associated backup documentation for all computer software modules.
Enters and receives financial information from the City's computer software system in order to update records, process transactions, and respond to requests for information.
Performs other related duties as assigned.
Typical Qualifications
Education and Experience:
High school diploma or GED and two years of clerical experience which involves interacting with the public to disseminate information and problem solving, or any combination of education, training and experience which provides the knowledge, skills and abilities required for the job.
Licenses and Certifications:
None.
Supplemental Information
MATERIAL AND EQUIPMENT USED:
General Office Equipment Personal Computer Fax Machine
Copy Machine Postage Machine
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of:
Federal Payroll Tax Tables
Basic mathematical computations, including addition, subtraction, multiplication, and division.
Computers.
Principles and practices of office procedures, rules, and regulations.
Skill in:
Dealing courteously and diplomatically with difficult people.
Performing basic mathematical computations, such as adding, subtracting, multiplying, and dividing.
Operating various office equipment.
Entering and retrieving information using a computer.
Mental and Physical Abilities to:
Communicate effectively orally and in writing with a variety of types of individuals.
Read, understand, and use judgment in the application of procedures and regulations to area of assignment.
Understand and carry out written and oral instructions.
Prepare clear and concise reports.
Establish and maintain effective office relationships.
Work in an open office environment with several activities and conversations taking place at the same time.
Organize work, set priorities, and meet critical deadlines.
Perform duties while sitting at a desk or table or while intermittently sitting, standing, or stooping.
Occasionally lift light or heavy objects.
Climb ladders.
Working Conditions:
The work is performed in an office or stockroom.
This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reason able accommodation for the specific disability will be made for the incumbent/applicant when possible.
City of Concord
Human Resources Department
Benefits Summary
BENEFLEX PROGRAM SUMMARY (Effective July 1, 2023)
Employee compensation consists of two parts - direct wages and benefits. The City of Concord provides a "flexible benefit plan" or "cafeteria benefit plan" known as "BENEFLEX". This plan offers a range of benefit choices in the areas of: Health Plans, a Dental Plan, Life Insurance, a Medical Flexible Spending Account, a Dependent Care Reimbursement Account as well as Accident/Sickness (Disability) Plans.
The City provides each full-time employee with benefit dollars, subject to annual City Council appropriation, for use in purchasing both medical and dental benefits, based on Federal eligibility guidelines. The exception to the Federal eligibility guideline falls under Healthcare Reform's Affordable Care Act with regard to adult dependent children between the ages of 19-26. The Affordable Care Act requires employers offering dependent coverage to cover adult children between the ages of 19-26, regardless of student status. Selection of additional benefits, such as a medical plan with a more expensive premium, flexible spending accounts or increased life insurance, may be paid for through payroll deduction on a pre-tax basis. If there is money left over from an employee's benefit dollars after benefit selection, it is treated as taxable income. Benefits take effect on the first of the month following 30 days of employment. An orientation/enrollment session with a full explanation of the Beneflex plan and its options is held once each month for new employees.
Because of the tax implications, this type of a benefit program is governed by Section 125 of the Internal Revenue Service Code. The Beneflex "Plan Year" is July 1 through June 30. After initial new employee enrollment, changes in benefit selections are only allowed during the group re-opening period just prior to each plan year, within 30 days of a birth, adoption, death, marriage, divorce, a change in the employment status of the employee or employee's spouse or within 60 days of a loss of Medicaid coverage or loss of coverage under the Children's Health Insurance Program (CHIP).
Wellness Program
The City of Concord continuously strives to offer comprehensive, responsive, and flexible health benefit plans and programs. All full-time employees and City-insured spouses are eligible to participate in the City's Wellness Program.
In partnership with its insurers, the City of Concord is pleased to offer employees a unique opportunity to improve their overall health and create a healthier lifestyle. The City provides dollars ("wellpoints"), which can be used to offset the employee share of health insurance premiums. Wellpoints are earned for your participation in:
- Beneflex education sessions
- Health Questionnaires (every other year)
- Healthcare Consumerism workshops or Wellfit Challenges (every other year)
- Your choice of health education programs
- Your choice of physical exercise activities
- On-site health screenings
Wellpoints earned the previous Wellness year (May through April) will be awarded during the City's open enrollment period, typically held during the month of May. If an employee does not need the additional wellpoints to purchase medical insurance, they may be used for other aspects of the Beneflex program.
Research has clearly shown that promoting health and fitness at the workplace and at home helps employees reduce the rate of premium increases and related health insurance costs, improve overall participant health, reduce stress levels, and become wiser health care consumers. The potential value of wellness programs to employers is just as impressive, with results such as reduced absenteeism, lower healthcare costs, improved employee morale, reduced employee turnover, better customer service, and enhanced employee recruitment. It is a win-win situation for everyone and it is fun!
Current Options Available Under Beneflex Program Include:
Health Care PlansThree plans are available through Harvard Pilgrim:
- Harvard Pilgrim HealthCare HMO 500 ($25 copay)
- Harvard Pilgrim HealthCare Elevate Health (T1-$25 copay/T2-Deductible then 20% coinsurance)
- Harvard Pilgrim HealthCare HMO High-Deductible HSA ($2000/$4000 Deductible)
Dental Insurance PlanOne plan is available through Delta Dental:
Provides full coverage on certain diagnostic and preventive services, and limited coverage on certain restorative, prosthodontic (bridges, crowns, etc.), surgical, endodontic, periodontic, orthodontic coverage, and emergency services. $1500 benefit maximum per year.
Vision Insurance PlanOne plan is available through Delta Vision:
Provides coverage on a wide range of services (routine eye exams, glasses, contact fittings, evaluations and lenses) and offers additional savings on non-prescription sunglasses and laser vision correction. This plan is voluntary and is available through a post-tax payroll deduction.
Life Insurance PlansCore coverage with a benefit equal to one year's base salary (up to a $150,000 max) is funded by the City. Employees may upgrade to two or three times their salary by funding the premium difference themselves. Employees may elect coverage up to $10,000 for spouse and dependent children.
Income Protection PlansThe Income Protection Plan is provided at no cost and includes a sick leave program, Short-Term Disability Insurance, and Long-Term Disability Insurance.
Flexible Spending Account (FSA)*A FSA can be set up for Health or Dental Care expenses, allowing an employee to set aside a predetermined amount of money on a pre-tax basis and be reimbursed for eligible expenses under the IRS code. Permanent part-time employees may also participate in this benefit at their own expense.
*cannot be used if enrolled with the Harvard Pilgrim HMO High-Deductible HSA. Must be enrolled in one of the other available options through the city.
Dependent Care Reimbursement AccountA Dependent Care Reimbursement account can be set up for dependent care expenses, allowing an employee to set aside a predetermined amount of money on a pre-tax basis and be reimbursed for eligible expenses under the IRS code. Permanent part-time employees may also participate in this benefit at their own expense.
Limited Purpose Flexible Spending Account (LPFSA)A limited purpose FSA can be set up for Dental and Vision Care expenses only, allowing an employee to set aside a predetermined amount of money on a pre-tax basis and be reimbursed for eligible expenses under the IRS code. This is only available to those employees enrolled in a qualifying High-Deductible Health Plan with a Health Savings Account (HSA).
Health Savings Account (HSA)**A savings account, used in conjunction with a High-Deductible Health Plan (HDHP), allowing an employee to set aside a predetermined amount of money on a pre-tax basis to cover out-of-pocket qualified medical expenses. An employer may also contribute to this account.
**must be enrolled in a High-Deductible Health Plan through the city.
OTHER BENEFITS
Annual (Vacation) LeaveGenerally speaking, most employees accrue annual leave at the rate of approximately eight to sixteen hours per month during their first 5 years of employment, with accruals increasing at certain anniversary dates thereafter. Leave cannot be used during an employee's first six months of employment. The Personnel Rules & Regulations, departmental approval procedures, and/or any applicable collective bargaining agreement should be referred to for details.
NH Paid Family & Medical Leave (NH PFML)Provides a 60% wage replacement (up to the social security wage cap) for up to six weeks per year (after an initial 7-day elimination period) for absences from work for covered common life events such as:
- An employee's own serious health condition when disability coverage does not apply
- An employee to bond with a child during the first year of birth, including placement for adoption or fostering
- An employee to care for a family m ember with a serious health condition
- Any qualifying urgent demand or need arising out of the fact that the employee's spouse, child or parent is a covered military member on covered active duty
- An employee to care for a covered service member with a serious injury or illness if the employee is the service member's spouse, child, parent or next of kin
NH PFML will run concurrently with the federal Family and Medical Leave Act (FMLA) when the employee qualifies for both programs. If the employee is eligible for workers compensation, they will not qualify for PFML benefits for this same event. If the employee qualifies for Short-Term Disability, they will not qualify for PFML benefits for the same days absent. This leave can be used intermittently.
Paid HolidaysSubject to the terms of applicable collective bargaining agreements and/or the Personnel Rules and Regulations, employees generally observe 12.5 paid holidays each year.
Retirement - Pension System (mandatory participation)Upon employment, all full-time employees (35 hours or more) are enrolled in the New Hampshire Retirement System with a mandatory pre-tax payroll deduction each week of 7% of their gross income (11.55% for Group II Police employees and 11.8% for Group II Fire employees). The City also makes contributions to the New Hampshire Retirement System on behalf of full-time employees. The rate of contribution varies by Group I and II membership, as follows:
Group Rate as of 7/1/23Employees (Group I)13.53%
Police Officers (Group II)31.28%
Firefighters (Group II)30.35%
Retirement - Investment Opportunities (voluntary participation)Three additional options for retirement savings are 457 deferred compensation plans managed by MissionSquare Retirement (formerly ICMA-RC - International City Management Association Retirement Corporation), PFPOPE and Empower are also available through payroll deduction. A Roth IRA managed by the MissionSquare or a Roth 457 managed by Empower and PFPope are also available through payroll deduction.
Accident/Critical Illness PlansTwo plans are available through Allstate offering cash benefits payable upon the event of an accident or diagnosis of a critical illness or condition. This benefit is voluntary and available through a pre-tax payroll deduction.
Legal and ID Theft PlanTwo plans are available through Legalshield providing the option of either Legal services or ID Theft Protection plans. This benefit is voluntary and is available as a post-tax payroll deduction.
Merit Pay Plan Employees are eligible for a merit pay increase, typically one step on the applicable wage schedule, upon satisfactory completion of their probationary period and annually thereafter (again subject to satisfactory performance).
This document is a summary, only for purposes of providing general information to job applicants, and is subject to periodic revision by the Human Resources Department. It does not constitute any sort of guarantee, commitment or contract for any aspect of the Beneflex Program or the Personnel Rules & Regulations, which are also subject to change. The Beneflex Program is administered by the City of Concord at its sole discretion, subject to annual City Council appropriation and any applicable collective bargaining agreements.
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