Payroll Specialist

Job Description

Our Role: Want to do meaningful work that has a real impact on our community? Come join our team-oriented, family-friendly organization of over 100 talented public health professionals! Every day, our team works to prevent diseases and injuries, promote health and wellbeing, and create safe and supportive environments where everyone can thrive. View our Program Guide to learn more about our agency and services.

The Position: Under general supervision, you will be responsible for the performance of technical payroll processing and recordkeeping tasks for the District. Your role would include preparing, reconciling, and auditing payroll in accordance with legal guidelines and internal policies, providing back-up for other accounting positions as needed, and performing general accounting-related tasks as assigned.

As a Payroll Specialist, you will manage the District’s payroll function, ensuring accurate and timely payroll processing, as well as compliance with legal requirements and internal policies. You will serve as an essential member of our Accounting and Finance program, and as a trusted resource person for our staff. We are looking for a collaborative, service-oriented candidate who is highly organized and detail oriented. They must have strong communication skills and exercise sound judgment when handling sensitive and confidential information.

Hours: 40 hours per week – 100% FTE, may occasionally be required to work a varied schedule that may include evening and weekend hours.

Status: Regular – Permanent full-time position

Benefits: The District offers a comprehensive health benefit plan which includes medical, dental, vision, and life coverages, including several voluntary plan selections through The Standard, MetLife, and Aflac. The District provides medical and dental coverage, contributing percentages of the average medical and dental insurance premium cost for full-time employees as follows: Employee @ 100%, Employee & Spouse @ 90%, Employee & Child(ren) @ 90%, and Full Family @ 85%. Benefits include generous paid time off and twelve paid holidays per year. Employees participate in the Public Employees Retirement System (PERS), a defined benefit retirement plan managed by the Washington State Department of Retirement Systems and Social Security. Three deferred compensation plans are also offered. More information about employee benefits can be found on our website at kitsappublichealth.org/careers/benefits.

Note: This posting will be open until filled and may close at any time. Applications are reviewed weekly.

ESSENTIAL FUNCTIONS
Please refer to the job posting for the full list of essential functions, as well as work environment and physical demands.

• Prepares and inputs data into the payroll system based on personnel action forms and employee electronic timesheets for month-end payroll.
• Ensures adherence to federal, state, and local tax regulations and labor laws.
• Reviews employee electronic timecards for accuracy in accordance with the District’s employee manual and other policies related to time and pay. Follows up with employee and/or employee’s manager regarding any time and pay issues.
• Inputs gross wage and benefits data into payroll spreadsheets.
• Prepares payroll distribution reports and reconciles payroll and benefits.
• Addresses employee inquiries regarding pay, tax withholdings, and deductions.
• Responds to benefit provider requests and ensures accurate and timely reporting and payment.
• Maintains accurate and organized payroll records and files in compliance with applicable laws and District policy.
• Maintains confidentiality in communication and workspace.
• Prepares quarterly 941 and other tax reports.
• Generates, prints, and distributes W-2s to employees by established deadlines.
• Performs regular daily accounting duties; provides operational backup to accounting assistants to balance workloads and ensure continuous program coverage as needed.
• Supports team members in accomplishing program and District goals and objectives.

EDUCATION & EXPERIENCE

• An Associates of Arts (AA) degree, including demonstrated coursework in college-level accounting or related field; and
• Three (3) years of experience in a fiscal office for a local government or municipality or five (5) years of experience in general accounting, bookkeeping, or related field.

OR

• An equivalent combination of education, experience and professional certification may be qualifying, provided the individual’s background demonstrates the knowledge, skills, and abilities required for the position.

Payroll accounting experience is preferred. 

A Washington State Certified Public Accountant license may be substituted for the minimum qualifications. 

Degrees must be from appropriately accredited institutions.

LICENSES, CERTIFICATES, & OTHER REQUIREMENTS

• None

REQUIRED KNOWLEDGE, SKILLS, & ABILITIES

Knowledge of: 

• Current payroll best practices.
• Theory and practice of standard double-entry bookkeeping.
• Accounting principles, theories, concepts, and terms.
• Standard fiscal office functions and modern office methods, procedures, and equipment.
• Correct English usage including grammar, spelling, and punctuation.
• Communication business practices including electronic, telephone, or direct public contact.
• Computer operation and a variety of software including word processing, spreadsheet, database, and other applications related to the area of assignment.

Ability to:

• Classify accounting transactions, maintain and reconcile accounts, close accounts, and prepare reports and statements.
• Acquire knowledge of specialized procedures and subject matter encountered in specific assignments of the position.
• Maintain responsibility for a variety of routine duties without regular direction.
• Perform a variety of tasks requiring a high level of accuracy and attention to detail.
• Schedule workflow to meet regular deadlines.
• Perform complex computations quickly and accurately.
• Assure that absolute confidentiality is maintained as required and sensitive information is handled appropriately.
• Fulfill the commitment of the District to provide outstanding customer service.
• Work effectively in a multi-task environment.
• Take appropriate initiative.
• Prioritize and plan own work activities with limited supervision. Use work time and resources effectively. Interpret, explain, evaluate, and recommend payroll policies and procedures.
• Be attentive to detail, consistently follow written and oral instructions and guidelines, maintain accurate and complete records, make complex mathematical calculations, check data, and prepare and review material in reports and correspondence.
• Proficiently and accurately operate office and other equipment standard to the area of assignment.
• Utilize computers, related software, and automated equipment to produce worksheets and reports, typing with sufficient speed and accuracy to accomplish assignments in a timely manner.
• Communicate orally and in writing in a clear, comprehensive, effective, and professional manner.
• Maintain emotional regulation during disagreements, seek clarity rather than defensiveness, and show measurable growth through consistent follow-through.
• Demonstrate openness to feedback, curiosity about personal impact, and the ability to translate guidance into behavioral changes.
• Exercise discretion and sound independent judgment in decision making.
• Coordinate, organize, and prioritize work; follow directions, instructions, and protocols in the course of duties assigned.
• Work both independently and cooperatively within a collaborative team-oriented environment.
• Maintain current knowledge for assigned areas and adapt to new technologies, keeping technical skills up to date.

 

For additional information and to complete the required electronic application, please refer to the job posting.