Payroll Systems Manager – Ozaukee County

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    Amy Nghiem

    Payroll Systems Manager

    Full-Time Position (Exempt)

    Pay Range: $81,432 – $104,062

    Essential Functions and Responsibilities

    The following duties are primarily performed and are essential for this position.  Employees are expected to be able to perform each of these job duties satisfactorily and successfully with or without reasonable accommodations to be qualified for the position.  Other duties may be required and assigned.

    35% Employee Setup & Maintenance:

    Enters, updates and monitors all phases of the employee life cycle in multiple computer programs.

    Enters employee position, demographics, wage, benefits and deductions, garnishments, direct deposit accounts, tax withholding, accounting allocation, vendor enrollments – approximately 300 per year.  Updates status, hour and benefit category changes, deferral changes, direct deposit changes, tax-withholding changes and FMLA in payroll software and at vendor site.  Answers employee questions. Enters employee terminations, cancels benefits and reconciles totals with WRS, reviews benefit summaries with Human Resources – approximately 300 per year. Notifies Creditors with final garnishment dates as needed.  Applies 10-20 rate step increases per pay period.  Applies annual and bi-annual cost of living increases.  Applies insurance rate changes that are based on employee rates and qualifying events.

    35% Payroll Processing:

    Prenotes-processing on non-payroll week.  Activates successful pre-note prior to payroll.  Keys PTO for managers and department heads.  Keys miscellaneous timecards.  Downloads deferral reports from vendor and applies employee contribution changes. Reviews and approves online direct deposit and tax withholding changes.  Manages and pulls timesheets from 5 separate systems, audits multi-position employees, applies rate and position changes occurring mid pay cycle, activates and terminates benefits as needed due to hour and position changes occurring regularly.  Calculates and manually updates weighted overtime adjustments.  Creates HR Transactions.  Pays out compensatory balances over 80 hours.  Pays out vacation time for qualifying terminating employees.  Runs multiple audit reports and resolves issues with employees and/or supervisors.  Processes pay cycle including audits and corrections during cycle.  Turns over check printing to Treasurer and assists as needed including trouble shooting.  Creates multiple Check and Wire requests for Tax and vendor payments.  Uploads payroll to Greenshades and provides totals to Treasurer.  Runs and delivers multiple payroll reports to multiple departments.  Runs monthly accruals.  Creates journal entry for Economic Support time study.  Sends documentation to various vendors for check and wire transactions.  Creates and uploads data files for Deferred Compensation and Flexible Spending. Closes the pay cycle and open the next.

    10% Year End Processing:

    November preliminary balances for taxes (Federal & State) and WRS.  Applies changes as needed to December payrolls – re-balance.  Around November, adds next year’s holidays to KRONOS & Greenshades. Updates pay grade tables after final board budget approval.  Forwards to Human Resources.  Updates benefits for all pay ahead insurances and rolls down to employees.  Audits changes with Human Resources.  Schedules year-end updates with software vendor for November (Coordinates with Treasurer, I.T. & Finance Dept.).  Reconciles and pays out unused compensatory time for Highway first payroll of December.  Emails General employees for compensatory time (roll out or pay out) decisions.  Pays out General employee compensatory time (last December payroll).  Obtains Coroner annual timesheets for last December payroll.  Completes last payroll and all monthly and quarterly reports (941, SUTA).  Runs close payroll processes.  Creates W2, runs validation reports and makes corrections as needed.  Balances to quarterly 941’s.  Creates 1095s.  Uploads W2s and 1095s to Greenshades for further processing.  Runs Greenshades audits on both tax forms.  Opens new year process & creates payroll biweekly periods.  Updates processing year in Human Resources to current year & makes sure ALL next accrual dates occur in the new year so that first accrual does not fail.  Applies payroll tax changes (after 941’s balanced to W2).   Applies WRS rate changes and rolls down to employees.  Creates and runs mail merge macro to populate beginning year accrual balances.  Updates all position rate, title, hour and benefit changes from budget change resolution.  Coordinates with Highway for their Project Accounting Employee Wage table updates.    Updates all accounting changes from budget resolution.  Sends spreadsheets to Human Services, Public Health, Land & Water Management & Parks to review.  Updates Cost of Living pay rate changes and rolls down to all employees – runs audits.  This is very exception based and requires different steps for different people groups.  There are multiple step increases January 1 due to years of budget repositioning.  Keys in new year’s employee flexible spending accounts.  Keys in new year’s United way contributions.  Sets up new flexible spending, deferral account limits.  Balances annual WRS and creates annual reconciliation file & uploads.  Reviews all 1095’s and corrects all employees enrolled last year or termed last year.  Monthly buckets need to be adjusted due to county’s pay one month ahead policy.  Balances and creates State tax WT-7 with Treasurer prior to EOM.  Releases W2’s and 1095’s to employees – answers questions.  Sets up Greenshades to mail W2’s and 1095.  Electronically files W2’s to Fed & State prior to January EOM.  Creates and downloads W2 & 1095 copies to Archive drive.  Creates and files online EEO-1 Annual reports.  Pays out Sheriff Longevity & Uniform allowance last payroll of January.

    10% Payroll Account Reconciliation:

    Reconciles balance sheet and vendor accounts related to payroll monthly.

    4% Monthly Processing:
    Runs and reconciles WRS (Wisconsin Retirement System) reports.  Creates Wire requests.  Runs and reports Labor Totals.  Monitors eligibility for WRS and Health Insurance based on 12 month rolling lookback & enroll as needed.

    2% Payroll Setup:
    Sets up and adds new pay codes, benefits, deductions, accruals as needed.  Implements Federal & State Law changes, Budget changes, Union Contract and County Resolution changes.

    2% Quarterly Processing:
    Runs SUTA reports, uploads SUTA file and completes online report.  Runs and reconciles 941 to biweekly payrolls. File 941.  Reconciles State quarterly taxes.

    2% Miscellaneous:
    Ad hock reporting for multiple departments on request. Verifies employment.  Reprints W2, pays statements, accrual slips etc. on request.  Unemployment reporting.  Military leave setup and reporting & back credit.  Bi-Annual EEO-4 Reporting.  Provides reports and timesheets to bi-annual audit on request.

    Supervision Exercised


    Minimum Education Qualifications

    Education and/or Experience Requirements:

    Bachelor’s Degree with four to five years of Municipal Payroll Experience or an Associate Degree with 8 or more years of experience of Municipal Payroll Experience.

    Licenses, Certifications, and Other Requirements:


    Minimum Knowledge, Skills, and Abilities Qualifications

    In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.

    • Knowledge and ability to apply State and Federal Payroll Laws.
    • Knowledge of payroll related accounting.
    • Knowledge of Crystal Reports and Microsoft Access.
    • Proficient in Microsoft Office.
    • Experience using KRONOS, Dynamics GP and Green Shades.
    • Ability to resolve complicated complaints, inquiries and issues involving pay and benefits.
    • Ability to communicate effectively in both oral and written form. 
    • Ability to meet stringent deadlines, establish work priorities and operate in a fast-paced environment.
    • Ability to provide work direction, establish and maintain effective working relationships.
    • Ability to trouble shoot, develop reports and extract data.

    In evaluating candidates for this position, Ozaukee County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position. 

    Physical Requirements

    • Prolonged periods of sitting and working on a computer.
    • Periodic periods of standing or walking.

    Work Environment

    Work is performed in an office environment.  May have to deal with irritated, agitated, hostile, or violent individuals.

    EOE / ADA Statement

    Ozaukee County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Ozaukee County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

    Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time.  The duties listed above 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.  The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.

    Ozaukee County offers a generous benefits package including: health, dental, life, & vision insurance; free employee health clinic & Teladoc; paid holidays, vacation, & sick time; state of Wisconsin WRS defined benefit pension program; bonus opportunities; employee fitness room; wellness program & wellness reimbursement; tuition reimbursement & continuing education opportunities; and more! Please note some that benefits offered are dependent on full-time/part-time status.

    Ozaukee County prohibits discrimination and harassment of any type against applicants and employees on the basis of race, color, religion, sex, national origin, age, handicap, disability, genetics, veteran status or military service, marital status or sexual orientation, gender identity or expression, or any other characteristic or status protected by federal, state or local laws. Ozaukee County also provides reasonable accommodations to qualified individuals with disabilities in accordance with the requirements of the Americans With Disabilities Act and applicable state and local laws.

    To apply please follow this URL:


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