Payroll Assistant Job at City of Columbus Indiana – Columbus, IN

Position Title: Payroll Assistant

Department: Clerk Treasurer

Supervised By: Clerk Treasurer & Payroll Specialist

Salary Range: $36,084 – $54,126

FLSA: Non-exempt; Full time

Application Deadline: October 27 – Interviews to begin immediately

Apply Online at http://JOBS.COLUMBUS.IN.GOV

General Description:

Assists the Payroll Specialist in Clerk/Treasurer’s Office in a variety of payroll functions, including producing timely and accurate payroll deposits, reports, records and checks; paying and reconciling taxes, monitoring employees leave banks, and develop quarterly reports for various agencies related to the payroll. Assists in creation and analysis of reports and assists in running payroll system connected to the City’s departments. Performs all essential functions of Payroll Specialist in his/her absence. Interacts effectively with other departments, City staff and the public.

Essential Responsibilities:

  • Assists with coordinating and administering the City’s payroll system activities using Tyler/MUNIS, and Microsoft Excel. If proficient in Excel, other software can be learned on the job although prior experience is a plus.
  • Accurately and efficiently calculates payroll deposits, reports, records and checks for regular payroll cycles and other routine payroll functions.
  • Assists in the responsibility of reconciling/balancing payroll reports for City and outside agencies.
  • Assists in updating and maintaining accurate information related to employees (full-time, part- time, direct deposit and various deductions) and payroll data in the software system.
  • Assists in preparing and creation of reports by compiling summaries, spreadsheets, graphs, and charts of earnings, taxes, insurance deductions, leave, disability, and nontaxable wages.
  • Assists in tracking and recording all employee additions, terminations, status changes or changes to other personal information as they relate to necessary payroll records including use of E-Verify, SSN Reporting, IN – New Hire Reporting and INPRS/PERF reporting.
  • Ensure that the information related to the new hire is accurately and timely recorded in the system.
  • Assists in resolving payroll discrepancies by collecting and analyzing information.
  • Professionally answer the general questions related to the payroll from City employees and other departments.
  • Remain up-to-date and knowledgeable relative to the City payroll processes to ensure that the City is in compliance with the Indiana State Labor Board, U.S. Department of Labor, Indiana State Board of Accounts, Indiana Department of Revenue, and the U.S. Department of Treasury/IRS regulations as well as industry standards.
  • Ability to learn and proficiently use Tyler/MUNIS software, including MUNIS Cubes (based on Excel Pivot Tables) and all other payroll software acquired by CTO’s office in the future.
  • Assists in gathering, organizing, entering, analyzing, and reporting data, and maintaining employee payroll database, as well as benefits deductions, employee status including but not limited to W-2s, 1099s, and Affordable Care Act (ACA) 1095s.
  • Maintains employee confidence and protects payroll operations by keeping information confidential consistent with state and federal statutory protections and City policy.
  • Assists the employees and the public with respect to recruitments, notary services and other duties with a friendly and courteous manner.
  • Provide employment verifications on behalf of employees for mortgage applications, etc.
  • Assist other departments in training sessions related to payroll software. Develop and deliver end-user training program for timekeeping input and payroll approvals.
  • Maintain/Administer payroll timekeeping software (ExecuTime) in coordination with IT department.
  • Develop and expand use of enterprise query/reporting tools to improve operational and financial decision making.
  • Manage system well, with proven success in collaborating and building strong relationships, both with internal customers within the City, and externally with other Tyler Munis users and Tyler Munis implementation managers.
  • Strong interpersonal skills are required, with the ability to convey and relate ideas to others and build consensus on key issues.
  • Communicate well with all key decision-makers, instill confidence in outcomes and solutions, and train departments in effectively using this software.
  • Must be able to fulfill all responsibilities of Payroll Specialist in their absence
  • Perform other related duties as required.

Job Qualifications:

  • High School diploma or GED required.
  • Additional post-secondary coursework in accounting, business, Microsoft Excel as well as Microsoft Office highly preferred.
  • Advanced knowledge of & proficiency in Microsoft Excel required; experience using Excel formulas and Excel PivotTables highly preferred
  • Payroll experience highly preferred.
  • Knowledge of basic government and accounting required.
  • General Knowledge of computers, proficiency with Office suite of products and office equipment including fax, copier, mail machine, multi-line phone, calculator required.
  • Ability to communicate clearly and concisely, both orally and in writing.
  • Ability to multi-task and work independently as well as develop and maintain calendar of reporting/compliance requirements.
  • Ability to establish and maintain effective relationship with co-workers, financial service providers, and other outside agencies.

Working Conditions:

  • Ordinary office working conditions.
  • Working more than 40 hours a week occasionally/seasonally required to complete annual reporting.
  • Travel for training very occasionally required.


  • Must reside in Bartholomew County or adjoining county within six (6) months of employment.

Drug/Alcohol Testing:

  • This position is subject to the City’s Drug and Alcohol-Free Workplace Program which includes: pre-employment testing, reasonable suspicion testing, return-to-duty testing and follow-up testing.

This description is intended to describe the type of and level of work being performed by the person assigned to this job. It is not an exhaustive list of all duties and responsibilities required by a person and employees at the city may be given other assignments at will.



Job Type: Full-time

Pay: $36,084.00 – $54,126.00 per year


  • Dental insurance
  • Disability insurance
  • Employee assistance program
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Retirement plan
  • Tuition reimbursement
  • Vision insurance

Physical Setting:


  • 8 hour shift
  • Monday to Friday

Work Location: One location

About the Company

Company: City of Columbus Indiana –

Company Location:  Columbus, IN

Estimated Salary:

About City of Columbus Indiana -