ABOUT THE ORGANIZATION

Truckee Meadows Water Authority (TMWA) is a not-for-profit, community-owned water utility, overseen by elected officials and citizen appointees from Reno, Sparks and Washoe County. TMWA has a highly skilled workforce who ensure the around-the-clock treatment, delivery and availability of high-quality drinking water for more than 475,000 residents of the Truckee Meadows.

We are looking to hire a PAYROLL SPECIALIST, to join our FINANCE Department.

POSITION SUMMARY

The primary responsibilities of the Payroll Specialist are to accurately and efficiently process TMWA’s bi-weekly and special payrolls; check and audit timekeeping records; maintain the employee payroll database and all related reports, maintain correct balances for employee deductions, benefits, etc.; maintain all payroll files; and maintain various spreadsheets and tracking information as assigned.

The Payroll Specialist is also responsible for producing federal and local tax payments, submitting all NVPERS and deferred compensation payment reports, submitting all payroll benefit and deduction reports, and answering employee questions and troubleshooting issues. The incumbent also works on special projects as assigned.

The Payroll Specialist provides highly effective, diplomatic, discrete, and positive verbal communication with TMWA employees, payroll vendors, auditors, consultants, contractors, and other outside agencies in an efficient and professional manner. The incumbent also works collaboratively with Payroll, Human Resources (HR), and other departments as needed relating to payroll information

ESSENTIAL DUTIES AND RESPONSIBILITIES

We believe that each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. Therefore, this job description is designed to outline primary duties, qualifications, and job scope, but not limit the incumbent nor TMWA to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.

• Accurately and timely encode company payroll and allocate project time each pay period, including verifying that all time sheets have been submitted correctly and approved, calculating and verifying hours claimed, verifying FMLA and other notes, and editing and finalizing entries.
• Process payroll on a biweekly basis and special payrolls as needed.
• Process new hires, position transfers, terminations, etc. as needed.
• Calculate regular, overtime, holiday, incentives, and other forms of pay.
• Process employee loans from benefit accounts including setting up payroll deductions and monitoring the completion date of the loan.
• Verify entries made by HR and communicate any issues noted.
• Assist HR with maintaining accurate employee master files.
• Maintain employee payroll information in the financial system.
• Perform payroll system set up and maintenance, including creating and updating codes, accounts, vendors, timecard approvers, etc.
• Create, maintain, and use checklists for payroll processes.
• Provide orientation, training, and guidance to employees and supervisors on coding and time reporting.
• Provide information regarding pay calculations for other departments as needed.
• Gather information from a variety of sources and compile data into reports for department management regarding staffing, overtime, and other payroll matters.
• Assist other departments with special projects as needed relating to payroll information.
• Read and interpret Collective Bargaining Agreement, codes, laws, and regulations related to payroll to ensure compliance.
• Provide regulation and contract interpretations for department management and staff regarding payroll and personnel actions, such as shift differentials, holiday pay, overtime calculations, etc.
• Prepare and complete external filings of payroll data to regulatory and other entities.
• Prepare and verify the amounts on the quarterly payroll tax reports and ensure the timely submission of these reports to Federal agencies as required.
• Prepare and verify the amounts on the monthly PERS report and ensure the timely submission of the report to NVPERS as required.
• Complete wage verifications as required.
• Conduct complex audits and testing of the payroll system and related calculations.
• Conduct research and problem analysis as needed including special calculations for non-standard and/or new payroll situations.
• Assist with the reconciliation of payroll liability accounts in the general ledger.
• Assist with system implementations including participating in configuration meetings and completing related tasks; extracting, interpreting, and summarizing data from a legacy system; performing system testing and validation; and training others in the new system.
• Work on special projects as assigned.
• Perform cash count of customer receipts on a weekly basis, including bank deposit preparation, money ordering, and auditing.

EDUCATION AND EXPERIENCE REQUIREMENTS

Any combination of training and experience that would provide the required knowledge, skills, and abilities, is qualifying. A typical way to obtain the minimum requirements is:

Experience: Three (3) to five (5) years of demonstrated payroll-related experience in a business environment.

Education & Training: High school diploma or equivalent supported by course work in business or secretarial skills.
Other combinations of education/experience may be considered.

Must have working-level knowledge of the English language including reading, writing, and speaking English.

CERTIFICATIONS, LICENSURE, AND SPECIAL REQUIREMENTS

• Must hold a valid driver’s license from the State of Nevada or, for applicants who reside in another state within a commutable distance (including students), a valid driver’s license issued by their state of residence.
• Must also meet and maintain eligibility to be covered under TMWA’s vehicle insurance requirements.
• Fundamentalist Payroll Certification (FPC) or certification as a Certified Payroll Professional (CPP) preferred.

Employment is contingent upon successful completion of a background investigation. During hire by TMWA and periodically during employment, background investigations may be conducted.

This position is considered a safety-sensitive position and employment is contingent upon the results of drug and/or alcohol testing which includes screening for marijuana. The presence of marijuana or other screened for substances on any employment related substance test may result in a refusal to hire or termination of employment.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Organization and operation of TMWA and the relationship with outside agencies; office management principles; federal, state and local laws, pertinent to utility operations and payroll processing; privacy laws and regulations; payroll tracking, reconciliation and reporting; applicable payroll computer system software programs; regulatory standards and policies and procedures of payroll; modern office practices, methods and equipment; principles of email and business letter writing; computer literacy in Microsoft Office Suite, including Word, Excel, and Outlook; and English usage, spelling, vocabulary, grammar, and punctuation.

Skilled in/Ability to:

Work independently, multitasking, prioritizing projects, and meeting deadlines; use analytical and research skills in performance of job duties; develop and maintain strong working relationships with managers and employees; type at a speed necessary for successful job performance; operate modern office equipment including computer equipment; apply appropriate policies and procedures to work responsibilities; use independent judgment and personal initiative in setting priorities and getting work done timely and accurately; maintain confidential data and information; respond to requests and inquiries from employees, payroll vendors, Board members, and outside agencies in a timely and accurate manner; exercise good judgment, flexibility, creativity, and sensitivity in response to changing work situations and needs; communicate clearly and concisely, both orally and in writing; establish, maintain, and foster positive and productive working relationships; organize efficiently in a multi-task environment with high demands; be punctual regarding work hours established by TMWA; be mentally and physically alert during working hours; have a good attitude; and be willing to work collaboratively as part of a team.

TMWA is an equal opportunity employer. It is TMWA’s policy to provide equal employment opportunity to all employees and applicants for employment without regard to race (including traits associated with race, such as hair texture and protective hairstyles), color, gender, religion, age, national origin, social or ethnic origin, sexual orientation, gender identity or expression, marital status, pregnancy, disability, military and/or veteran status or any other characteristic protected by law. TMWA’s commitment to equal opportunity includes all terms, conditions, and privileges of employment, including but not limited to recruiting, hiring, job placement, training, compensation, benefits, discipline, advancement, and termination.

All decisions affecting any terms and conditions of employment, including recruitment, hiring, assignment, training, compensation, promotion, salary, disciplinary action, and an employee’s caregiving responsibilities, will be made without regard to race (including traits associated with race, such as hair texture and protective hairstyles), color, gender, religion, age, national origin, social or ethnic origin, sexual orientation, gender identity or expression, marital status, pregnancy, disability, military and/or veteran status or any other characteristic protected by law.

TMWA complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources at hr@tmwa.com or 775-834-8207.

TMWA is committed to providing a safe work environment and to fostering the health and well-being of our employees. That commitment is jeopardized when any of our employees illegally use drugs at home or at work, comes to work under the influence, possesses, distributes, or sells drugs in the workplace, or abuses alcohol on the job. As part of our commitment to safeguard the well-being of our employees and to provide a safe environment for everyone, TMWA has established a drug-free workplace policy.