This position is open until filled, with a first review date of August 24, 2026.
Job Summary
Performs skilled clerical, bookkeeping, accounting, and administrative work in administering, monitoring, and maintaining the payroll and benefits function of the City, while ensuring compliance with local, state, and federal laws.
This position performs under the direction of the Assistant Finance Director and requires frequent contact with various City departments and employees. The Payroll/Accounting Specialist is responsible for processing the City’s bi-weekly payroll, providing timely and accurate payments to benefit vendors and State and Federal agencies, and preparation of periodic reports and reconciliation of accounts and other payroll related activities. This position must perform complex, paraprofessional-level accounting duties including the preparation and maintenance of accounting records involving complex sets of accounts such as budgets, analysis, and audits; research and reconcile records and reports to assure accuracy and completeness.
Essential Functions
- Monitors payroll related issues and maintains compliance with changing requirements. Enters, verifies, and reconciles employee information in the City’s computerized payroll system; maintains various system payroll and deduction codes. Coordinates benefits enrollments, terminations, and changes with Human Resources; administers changes with third-party providers and the City’s software system.
- Responsible for state and federal deposits, Department of Retirement Systems, and other benefit providers. Prepares monthly and annual balancing reports to accurately prepare 941 quarterly as well as W-2 reporting pursuant to appropriate laws and IRS guidelines.
- Responsible for all monthly, quarterly, and annual payroll reporting and tax preparation/submission.
- Responds to garnishment inquiries and tracks disbursements to facilitate reporting requirements.
- Maintains all leave requests and associated accrual files; tracking of multiple leave banks governed by varying City policies and collective bargaining agreements (e.g., sick, vacation, floating holidays, wellness, and merit hours).
- Compiles payroll statistics and costs pursuant to varying requests. Coordinates applicable information and/or requests with Human Resources to maintain compliance with City policies, collective bargaining agreements, and state and federal laws.
- Review Personnel Action Forms for new, terminating, and active employees in the payroll system; make changes to master files as directed by Human Resources.
- Reviews computed wages and corrects errors to ensure the accuracy of payroll; edits and reconciles payroll records; runs payroll and processes checks, direct deposits, or electronic fund transfers. Assists in reconciliation of general ledger to various payroll reports.
- Processes bi-weekly payroll which includes but is not limited to inputting timesheets, generating, and reconciling bi-weekly payroll reports, and preparing and submitting withholding payments and benefits expenses.
- Configures payroll software to meet City and state requirements, such as creating new pay codes, deductions, and accruals, updating data tables, and setting deduction limits. Plan and implement improvements to the current payroll system.
- Develops specifications for automated system features, verifying functionality of applications, processes, and reports.
- Researches, tests, and evaluates payroll system errors, upgrades, and implementations.
- Reviews billings and benefit providers for completeness and compliance with established policies and procedures, resolves inaccuracies before processing through accounts payable subledger.
- Maintains central files; maintains master employee payroll files; ensures the accuracy and confidentiality of payroll records and reports while ensuring compliance with the State of Washington records retention schedules.
- Maintains knowledge of laws and procedures governing public sector payroll and reporting requirements, accounting systems, and Budgeting, Accounting and Reporting System (BARS) and municipal budgeting procedures.
- Provides payroll and benefit information to supervisors, employees, and retired employees individually or in group presentations; resolves inquiries, requests, and problems concerning the payroll and benefits system.
- Works with Human Resources to answer payroll-related questions from employees and responds to public inquiries related to employment and wage verification.
- Collaborates with Human Resources and Finance staff to troubleshoot issues in payroll processing, including but not limited to changes in state and federal regulations and interpretation of City policies to ensure compliance.
- Composes, types, and edits a variety of correspondence, reports, memoranda, and other material which requires judgment as to content, accuracy, and completeness.
- Serves as liaison for payroll-related city-wide records management; oversees the proper archiving and access of payroll records.
- Prepares, processes, and calculates a variety of payroll actions including retro payments, benefit withholding catchup, leave cash-outs, and worker’s compensation leave buy back.
- Assists in the preparation of budgeting, financial reporting, and year-end reports as assigned.
- Performs additional related duties as assigned.
Knowledge, Skills, and Abilities Required by the Position
- Considerable knowledge of internal control procedures and management information systems, office automation and computerized financial applications; thorough knowledge of payroll and accounts payable functions; considerable knowledge of budgetary, accounting, and reporting systems; working knowledge of moderately complex financial and statistical record-keeping techniques.
- Routinely deals with confidential matters of high sensitivity. Dissemination of confidential information requires judgement and extensive knowledge of City policies and procedures and state and federal laws.
- Ability to organize, prioritize, and complete multiple work assignments and meet deadlines; ability to maintain accurate accounts and records.
- Ability to operate personal computers using financial, worksheet, and word processing software (Microsoft applications such as Word and Excel) and proficiently utilize a computerized payroll system, calculators, and other office equipment.
- Ability to apply bookkeeping and accounting principles to prepare financial reports and detailed accounting records; make mathematical calculations rapidly and accurately; interpret and implement payroll procedures for state and federal regulations.
- Ability to establish and maintain an effective working relationship with City employees and the general public; explain payroll changes and communicate effectively, both verbally and in writing.
Supervisory Controls
The Assistant Finance Director assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.
Guidelines
Guidelines include FLSA regulations, IRS regulations, internal control procedures, relevant state and federal laws, collective bargaining agreements, and City and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.
Complexity/Scope of Work
- The work consists of related specialized accounting duties. Strict regulations and the need for accuracy contribute to the complexity of the position.
- The purpose of this position is to perform specialized duties in support of City payroll functions. Successful performance ensures the efficiency and effectiveness of those operations.
- This position must be highly motivated and capable of working independently or within a team environment interpreting complex rules, regulations, and financial data in order to maintain financial systems with minimal supervision.
Contacts
- The key relationships described here are representative of those an employee encounters while performing the essential functions of this job.
- While performing the functions of this job, the employee will provide information to, collect information from, coordinate projects and activities, and solve problems with other departments and employees, state and Federal agencies, insurance companies, unions, and the public. Contact will be made in writing, by telephone, in person, and in some cases by teaching or formal instruction.
- The employee will negotiate solutions within policy guidelines with insurance companies, banks, employees, and other departments.
Physical Demands/Work Environment
- The physical demands and work environment described here are representative of those that must be met by or will be encountered by an employee to successfully perform the essential functions of this job.
- While performing the duties of this job, the employee is frequently required to be in a stationary position. The employee is regularly required to move about inside the office and be able to position self to access office equipment such as file cabinets, file machinery, etc. The employee is frequently required to use aforementioned tools and equipment. The employee frequently communicates with employees and must be able to effectively communicate accurate information.
- The employee must regularly move and/or transport up to 25 pounds. Specific vision abilities required by this job include close and distant vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.
Supervisory and Management Responsiblity
None.
Minimum Qualifications
- Advanced degree in Accounting preferred. Equivalent experience of two years payroll preparation required to support the knowledge, skill, and abilities to accomplish the complex accounting and payroll function in a similar position may be considered.
- Sufficient experience to understand the basic principles relevant to the major duties of the position, or prior experience in a similar position for two to three years.
- Professional level of increasingly responsible experience in full-cycle payroll administration with a familiarity of complex integrated payroll/accounting systems.
- All applicants must be able to successfully pass a background check process which includes reference checks and criminal history checks, or other.
Moses Lake is a diverse, connected and supportive community of innovation and opportunity that values its namesake lake, small town vibe, growing arts and cultural scene, aerospace, manufacturing and agricultural heritage, and an abundance of sunshine and outdoor activities.
Working for the City will afford you the opportunity to support the vision of Moses Lake, grow professionally, and work among diverse and dedicated staff with a goal to provide a service-oriented government that works with all interests in the community to implement our vision.
Our location and climate allow our residents to enjoy a variety of interests surrounding the Moses Lake community. Moses Lake is centrally located between Seattle and Spokane on Highway I-90 between fields of agriculture, freshwater lakes, vineyards and popular recreational destinations.
Moses Lake boosts active community parks and events, athletic venues and tournaments, a campground, and the popular Surf 'n Slide water park. The surrounding Columbia Basin area is filled with wine tours, a wildlife refuge, the Gorge Amphitheater, local fresh markets with direct-from-the-farm produce, and boutiques.
The City of Moses Lake is proud to be an equal opportunity employer. Our objective is to provide equal opportunity in all terms, conditions, and privileges of employment for qualified applicants and employees without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, or status as a covered veteran.
The City of Moses Lake offers a comprehensive benefits package. Employees (and their families) are eligible to enroll in medical, dental, and vision coverage. In addition to basic life insurance coverage, AD&D, dependent life, additional life insurance, long-term disability, EAP and LifeFlight are also offered. Retirement is through the Department of Retirement Systems - Public Employees Retirement System. Optional deferred compensation is offered with a City match of up to 2% of the employee's base salary. Beginning January 1, 2024, the City began offering an optional Flexible Spending Account (FSA) for healthcare and dependent care. Employees of the City receive eleven (11) paid holidays plus one (1) floating holiday annually. Vacation accrual begins at 12 days annually and increases with years of service. Sick leave is accrued at the rate of eight (8) hours per month.
