PAYROLL/AP SPECIALIST in Biddeford, Maine at City of Biddeford

Maine’s premier City to work and live is becoming Maine’s premier municipal employer - welcome to Biddeford, Maine, where citizens are proud of their community and employees thrive!

The City of Biddeford, a beautiful, resurgent, coastal Maine community, is seeking dynamic people to join our award-winning team of professionals. As an employee in one of Maine’s youngest communities, you can become part of a team that is guiding its

economic revival. You will need to be highly motivated, talented, with a strong desire to make a difference in the daily lives of citizens.

The City of Biddeford greatly values employee wellness and work/life balance. Many of our positions, including all positions in City Hall, have a four-day, 40-hour work week (Fridays off!) with flexible scheduling and remote opportunities one day per week.

The Payroll/AP Specialist will perform specialized financial and administrative work supporting the City’s payroll and accounts payable functions. This position will be responsible for accurate and timely processing of weekly payroll, vendor payments and record and financial reporting.

This individual will be a resource to the Finance Director by managing payroll-related budgeting, pulling and analyzing reports, and researching union contracts and other payroll and benefit-related expenditures. The Payroll/AP Specialist will work with the Finance Director to ensure that all internal controls and policies are followed and to execute any changes to existing workflows when necessary. They will assist the department with general accounting (i.e. accounts payable and journal entries, as needed).

Responsibilities

Payroll Administration

· Timely and accurate issuance of weekly payroll and payroll-related vendor payments along with corresponding reporting

· Review employee time records for accuracy, completeness, and proper authorization

· Audit regular hours, overtime, differentials, stipends, callback pay, holiday pay, paid leave, and other compensation as applicable

· Reconciling payroll liability accounts in conjunction with the Human Resources’ reconciliation of benefits

· Coordinate with administrators throughout the City to ensure effective communication around payroll functions

· Monthly, quarterly, and annual filings, audits, and reporting to all applicable governmental agencies and payroll-related vendors, under the direction of the Finance Director or Deputy Director

· Coordinate with Human Resources to enter/post COLA increases, pay changes, leave accruals, and personnel actions

· Complete items such as workers’ compensation audits, etc.

· Calculate, reconcile, and submit required PFML payroll contributions, employee, and employer insurance premiums, benefit contributions, payroll deductions, and other required payments and remittances established deadlines.

· A willingness to demonstrate a commitment to the City of Biddeford's work around diversity, equity, accessibility, and inclusion

Accounts Payable

· Establish new vendors and enter invoices into the financial system

· Review account coding for requisitions and ensure proper general ledger classification

· Process ACH, EFT, and credit card payments and post to the general ledger

· Perform account reconciliations, journal entries, and related maintenance

· Assist with year-end processes, including preparation of IRS Form 1099 reporting

Customer Service & Administrative Support

· Serve as a primary point of contact for vendors and City employees via phone, email, and in person

· Coordinate with departments and external vendors to resolve billing and payment inquiries

· Collect and distribute mail and provide general administrative support to the Finance Department and other City departments as needed

· 2 years of experience managing payroll and payroll reporting which includes the input of payroll, audit of entered time, printing of checks, and maintenance of records

Preferred Qualifications

· Experience with Paylocity

· Excel skills (VLOOKUP’s, pivot tables, formulas)

· Experience working in a Municipality or other governmental accounting department