Title: Payroll Manager
Compensation: Grade 12, $72,800-$77,259
Department: Treasury
FLSA Status: Exempt
Reports to: Treasurer
Union Status: Non-Union
Benefit Status: Eligible, 35 hours
(Mon-Thurs, 8 am – 4:30 pm; Fridays, 8 am - 1 pm)
Summary
Owns and leads City and School Payroll function to ensure compliance with legal and regulatory requirements, and internal policies. Ensures integrity of weekly payroll through the auditing of submission materials. Through regular analysis of payroll processes and systems, guarantees the consistent and timely production of the City’s payroll. Acts as the subject matter expert for MUNIS payroll and ensures department heads and payroll clerks remain current with required training and systems updates.
Essential Functions
The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
- Functions as the primary payroll resource for department heads and City and School payroll clerks, offers leadership and guidance, and ensures compliance with state, and federal laws, municipal finance law, collective bargaining agreements, and City’s policies and procedures.
- Audits weekly departmental payrolls for accuracy and integrity and proactively identifies discrepancies, trends, and root causes to prevent recurring issues.
- Manages the payroll schedule and processes in collaboration with Treasury Team for City and School payroll production.
- Provides MUNIS payroll and software training
- Maintains knowledge of benefits, benefit eligibility, tax withholding for employee payroll deductions, and collective bargaining agreements and compensation-based employment policies.
- Implements and maintains efficient, organized and up to date record-keeping systems ensuring compliance with MA General Laws and City policies and procedures. Recommends best practices and leads process improvement initiatives to enhance efficiency, accuracy, and internal controls.
- Participates in the set-up of new hires, compensation changes, contractual updates and employee records maintenance for City and School weekly payroll.
- Collaborates with the Treasury Team on projects and drives process enhancements with payroll, budget projections, documentation, and financial reporting.
- Performs other duties as required, demonstrating flexibility and adaptability.
Supervision
Supervision Scope: Takes full ownership of payroll operations. Performs complex, technical, and responsible functions requiring advanced knowledge of departmental operations, and payroll laws and the exercise of considerable judgment and initiative, particularly in situations not clearly defined by precedent. Independently identifying opportunities for improvement and implementing solutions in areas not clearly defined by existing procedures.
Supervision Received: Works independently, with broad guidance and collaboration from Treasurer, Auditing, Human Resources, City Solicitor, and the School Business Office following state, federal, local law, union contracts and department rules, regulations and policies. Duties require the ability to analyze processes and data with proactive approach to problem solving. Plans and performs operations and independently defines and assures completion of tasks. Establishes guidelines and sets time schedules.
Supervision Given: Supervises and directs city weekly payroll processing, leads, guides and directs citywide payroll clerks. Manages department projects as required.
Recommended Minimum Qualifications
Education, Training and Experience
Bachelor’s Degree in accounting or financial management with a minimum of 3-5 years of payroll, accounting or financial management experience; minimum of 3 years of progressively responsible experience in payroll operations are required or an equivalent combination of education, training, and experience. Demonstrated experience in managing logistics, improving efficiency, and effectively managing resources are required.
Special Requirements:
Knowledge of Municipal Finance Laws.
Demonstrated best practices in administrative and financial practices.
Knowledge: Advanced knowledge of payroll processing, payroll laws and accounting. Working knowledge of benefits, benefit eligibility, and employee payroll tax withholding deductions. Knowledge of collective bargaining agreements is preferred. Knowledge of compensation-based employment policies. Knowledge of city, municipal, and local government. Knowledge of federal, state, and local employment and compensation laws is required.
Ability: Ability to implement understanding of laws, rules, regulations, policy and procedures; ability to lead changes and oversee MUNIS systems for maintaining data integrity; ability to explain and train on Department policies and procedures and software systems; demonstrated ability to proactively analyze processes and data, identify risks and inefficiencies, and implement effective and sustainable solutions, ability to work independently; ability to maintain strict confidentiality; ability to rely on experience and judgement to plan and accomplish goals; ability to set and meet strict detailed timetables. Ability to work effectively in high volume environment. Expert ability to establish work plans and set priorities. Ability to collaborate and appreciate other’s viewpoints.
Skills: Excellent interpersonal skills, organizational and customer service skills. Demonstrated experience providing customer service using tact, proper judgment, courtesy, respect and discretion. Demonstrated ability to work effectively with diverse constituencies and ensure a culturally relevant and sensitive approach. Proficient in payroll software systems, MUNIS preferred. Excellent written and verbal communication skills; excellent computer skills including MS Office Suite applications and for software systems supporting Treasury functions.
Job Environment
- Work is performed in office environment with moderate noise levels and fast-paced environment.
- Work is subject to fluctuations, and administrative deadlines.
- Operates computer, printer, telephone, copier, fax and other standard office equipment.
- The employee has frequent contact with internal customers.
- The employee has access to highly sensitive department confidential information.
- Errors could result in monetary loss.
Physical Requirements
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is required to sit, communicate, talk and hear; must be able to handle, or feel objects, tools, or controls; and occasionally must be able to reach with hands and arms. The employee seldom must lift and/or move objects weighing up to 10 pounds. Vision and hearing at or correctable to normal ranges to read documents and analyze data. This position requires the ability to operate a keyboard at efficient speed.
This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.
The City of Melrose, MA is an Equal Opportunity Employer. Diverse candidates are encouraged to apply. No Residency Requirement. In the City of Melrose we value diversity, equity, and inclusion and believe that everyone in the community deserves excellent public services and access to resources regardless of race, gender/gender identity, religion, ethnicity, physical abilities, age, sexual orientation, veteran status or personal experience. We believe in the benefit of diversity which allows us to become aware of varied ways of engaging with citizens and to discover, design and deliver enriched solutions & services for our community. The City embraces and encourages all qualified candidates to apply.
Pay: $72,800.00 - $77,259.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
Application Question(s):
- Do you have experience working with municipal finance laws, collective bargaining agreements, or public‑sector payroll? If yes, please briefly describe.
- Are you comfortable independently managing a full weekly payroll cycle with strict deadlines and high attention to detail?
- Have you provided payroll training or guidance to other staff or departments? If so, please explain.
Work Location: In person
