Accounting Specialist Payroll

Job Description:

We look for individuals in our organization who are passionate about our mission and values and providing excellent customer service.

We value our employees working closely with them to help them be successful. We value the people we provide services to ensuring they receive the highest quality of customer service.

Recruitment #:

Closes: December 5 2025 (Internally) December 10 2025 (Externally)

Location: Salem

Salary: Starting at $4609 with excellent benefits. (See below)

Agency Sponsored: Medical/Dental 100% paid for employee and 90-98% for dependents generous Paid-time off Public Employee Retirement (PERS) Employee Assistance Plan Long Term Disability great culture.

Employee paid: Deferred Compensation Life Insurance Short Term Disability Colonial Life Supplemental Plans Legal Shield.

Purpose of Job

Meets Agency Mission by providing technical payroll processing and support ensuring accurate and timely processing of pay in compliance with government regulations Maintains and audits appropriate records to ensure accuracy and timely reporting of wage and benefit information to outside organizations

Essential Functions

1. Provide accurate paychecks to employees and overseeing proper compensation of all employees.
2. Process monthly/quarterly/annual payroll billings taxes and other financial reports
3. Support Lead Fiscal Analyst Executive Director and other managers
4. Facilitate confidence in Accounting Specialist and therefore the Agency and programs
5. Protect consumers and reduce Agency risk
6. Provide excellent customer service in a professional manner

1. Provide accurate paychecks to employees

• Review employee timesheets for accuracy and compliance
• Enter and maintain taxes earnings & deductions information accurately and timely
• Process and monitor employee benefit deductions including PERS/EDX entry/processing/reporting
• Maintain verify and process W-4 annual W-2 direct deposit and other pay related forms/processes
• Process and monitor wage garnishment and child support orders
• Process pay changes as notified and resolve any payroll discrepancies.
• Processing timesheet adjustments
• Work closely with HR in identifying processing and providing review of changes
• Review payroll for accuracy and process in a timely manner to ensure pay on due dates
• Respond to employee wage and pay questions concerns and research
• Transfer payroll process and distribute paychecks
• Monitor and process payroll advances.
• Manage payroll files and other record keeping

2. Process monthly/quarterly/annual payroll billings taxes and other financial reports

• Maintain master payroll records data entry and reports for taxes
• Review/pay monthly quarterly and annual tax filings for accuracy
• Prepare and process New Hire Reporting Workers Comp Audit Multiple Worksites Bureau of Labor and Statistics etc.
• Submit monthly reports for enrollments in Deferred Comp (Voya and ING) PERS retirement FLEX spending AFSCME Union etc.
• Process address changes to appropriate external entities
• Reconcile and prepare payroll billings (CIS SunLife etc.) and GL entries as needed
• Reconcile quarterly and yearly reports.
• Work with Accounting Specialist General and Benefit Specialist to reconcile benefit and deduction payments
• Prepare general reports for managers and others in the Agency
• Post monthly payroll into Agency accounting system

3. Support lead Fiscal Analyst Executive Director and other managers

• Assist with general payroll research such as unemployment reconciliation reviewing past practices employee pay history etc.
• Prepare annual audit and audit comparison schedules as requested
• Review files and reports to confirm adequate supporting documentation

4. Facilitate confidence in Accounting Specialist and therefore the Agency and programs

• Embrace and exhibit the Agency Mission and Core Values
• Provide excellent customer service
• Perform detail-oriented work with accuracy
• Maintain confidentiality on agency matters
• Prioritize tasks to ensure completion of strict deadlines
• Meet the needs of internal and external customers by following through meeting deadlines and interacting with others in a respectful and culturally appropriate manner
• Maintain the skills and knowledge necessary to effectively perform duties
• Provide suggestions for improvement
• Be aware of Agency programs and services

5. Protect consumers and reduce Agency risk

• Follow policies regulations and requirements of the program and Agency
• Provide documentation as set forth by Federal State funding regulations and Agency policy
• Confirm evidence of accurate and appropriate supporting fiscal documentation
• Serve as Mandatory Reporter of suspected abuse of vulnerable populations according to and as required by policy regulations
• Maintain and share information according to privacy regulations

6. Provide excellent customer service in a professional manner

• Apply the required knowledge and skills
• Exhibit sound decision making and problem solving
• Meet quality standards in accuracy and timeliness
• Follow policies and procedures
• Work independently but seek and offer assistance as needed
• Exhibit the technology skills related to the required work (word processing spreadsheets database internet research mail email and IM communications electronic scheduling phones and copiers
• Exhibit a positive attitude towards consumers co-workers supervisors and other constituents

Supervisory Responsibilities

None

Experience and Skills:

Minimum Qualifications

A qualified applicant will have a minimum of four (4) years of experience which demonstrates the knowledge skills and abilities required to perform the job will be considered. A qualified applicant will also have a minimum two-year degree in payroll and/or accounting. The following qualifications meeting the minimum requirements will be considered:

• Completion of two years college degree or higher or business school training in bookkeeping including payroll.
• Four years of responsible experience in processing payroll including some time in a similar size organization. Experience in governmental accounting and payroll is preferred.

Job-Specific Skills

• Considerable knowledge of general and public sector payroll practices and principles
• Strong mathematical and analytical skills
• Ability to identify track and correct errors
• Strong experience with payroll processing software
• Ability to understand and apply general policies
• Intermediate excel or similar spreadsheet skills
• Knowledge of payroll tax requirements and reporting
• Ability to learn specialized reporting programs such as PERS/EDX etc.
• Knowledge of documentation requirements
• Ability to audit in relation to payroll
• Knowledge of rules around mandatory reporting

General Skills

• Good interpersonal skills
• Ability to interact with others in respectful and culturally appropriate ways
• Ability to work effectively with a wide variety of individuals and small groups
• Oral presentation skills
• Exhibit good judgment
• Speak read write and understand English
• Ability to follow verbal and written instruction.

Other Requirements

The successful applicant must have the following skills including the ability to:

• Support the agencys mission ethics and values
• Secure and maintain a valid drivers license in the state of Oregon or an acceptable alternative means of transportation
• Commit to regular attendance as it is required to meet the demands of this job
• Pass a criminal background check successfully
• Maintain and share information according to privacy regulations
• Serves as a mandatory reporter of suspected abuse of vulnerable populations as required by policy and regulation
• Complete necessary work as assigned

Work Environment and Physical Demands

This job is performed primarily in the office with little public contact but consistent contact with Agency staff. The Accounting Specialist must be able to:

• Use a computer telephone and other office equipment
• Tolerate and be able to work where the noise level is that of a typical office
• Encounter frequent interruptions throughout the work day
• Regularly sit talk or hear
• Use repetitive hand motions
• Handle objects and sustain a sense of touch
• Stand walk reach and bend
• Lift up to 25 pounds

Office work will be conducted using general office equipment and includes substantial sitting. Office is performed primarily in a cubicle/office environment with noise and interruptions. Will require occasional travel within the five-county service area for meetings vendors etc. Travel requires driving an Agency car or employee car and utilizing a laptop computer and audio-visual equipment.

Contact with the public in home or office environments may risk exposure to people with contagious diseases or irrational/hostile behavior and contact with domestic animals.

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Classification: Accounting Specialist - Payroll

Position Number: 59

Salary Range: UN20

FLSA Status: Non-Exempt

Unit: Administration

Location: Salem

Reports to: Finance and Budget Manager

Union Status: Unrepresented

Last revision: July 2023