Payroll Coordinator - Police Department

Job Description

Position Responsibilities: Performs computing, posting, data entry, and other bookkeeping and clerical activities involved in the preparation of the department payroll. Maintains payroll records and other account information including special pays, stipends, and allowances.

Essential Elements

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  Prepares special pays such as holiday pay, computer stipend, defibrillator stipend, administrative stipend and cleaning/clothing allowance using spreadsheets and enters on City’s payroll system.
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  Applies Fair Labor Standards Act (FLSA) rules and regulations agreed to by the City and the Patrolmen’s Association. Reviews calculation of FLSA adjustments and calculates manual adjustments as needed.
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  Records night shift differential and Quinn bill eligibility for each officer. Prepares Personnel Action Forms (PAF) and submits to the Human Resources Department for new hires, terminations, promotions and transfers.
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  Prepares Traffic Supervisors’ and Parking Control Officers payroll. Prepares paperwork for new hires and terminations as needed.
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  Enters attendance information on the department in-house system (On Duty), the City payroll system, and attendance records on spreadsheet format for all time earned and taken, including compensatory time. Verifies vacation and special leave time according to each employee’s collective bargaining agreement.
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  Acts as backup to Sr. Account Clerk.
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  Processes weekly payroll.
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  Prepares Letters of Good Conduct after conducting search of police files. Prepares work permits for vendors and private citizens.
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  Receives incoming calls. Screens and directs calls to proper department or person. May be required to make some outgoing calls. Uses tact to explain delays.
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  Follow and adheres to department, City and other government rules, regulations, policies and procedures.

Secondary Elements:

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  Completes special projects as assigned and maintains other records, logs and reports or records.
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  Attends and participates in staff and other meetings.
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  Performs other related duties as required.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: Associates and three to five years of related experience and/or training or equivalent combination of education and experience. Knowledge of clerical practices and office procedures, and the operation of office equipment such as personal computers and computer software, data processing and/or word processing.

LANGUAGE SKILLS: Ability to read and comprehend instructions, routine correspondence and memos. Ability to present information effectively, which may be controversial in nature, one-on-one, or in small groups, to citizens and employees of the City.

MATHEMATICAL SKILLS: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, decimals and percentages. Ability to apply concepts of basic algebra.

REASONING ABILITY: Ability to apply common sense understanding to carry out straightforward written or oral instructions. Ability to deal with problems involving clearly prescribed standardized practices.

PHYSICAL DEMANDS: The physical demands described here represent those requirements 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.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Company Description

• To prospective applicants, please note the City of Newton has implemented a Vaccine Policy which requires, as a condition of employment, that all employees be fully vaccinated against COVID-19, or have an approved medical or religious exemption on file with the Human Resources Department. Please be prepared at the time of employment to either indicate your vaccination status or intent to request an exemption. You may review the City’s policy by visiting this link.

THE CITY:



The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus. The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.



OUR GOVERNMENT:



Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Ruthanne Fuller was sworn in on January 1, 2018 after serving on the City Council. She ran on a platform of providing Newton’s children with a top-notch education in an inclusive environment where empty nesters, seniors, young families, and people of diverse incomes can live together in vibrant villages and neighborhoods. Mayor Fuller is committed to keeping Newton safe, improving the city’s infrastructure, addressing climate change, providing excellent and responsive city services, and fostering art, culture and community life. The first female Mayor of Newton, she is a tireless advocate for all the city’s residents and is committed to making sure the city is welcoming, inclusive and diverse. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.



AS AN EMPLOYER:

The City of Newton believes that its employees are its greatest asset. To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits. We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities. We continuously work to review and expand upon our benefit offerings. We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees. And as always, you are encouraged to reach out to our dynamic HR Team by emailing [email protected].

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

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  Actively recruit, develop, and retain a diverse and talented workforce.
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  Proactively address discrimination through education and in partnership with other departments and leaders.
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  Serve as a role model to celebrate and nurture diversity.
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  Foster inclusion by staying curious and clarifying assumptions.
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  Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
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  Build and strengthen accountability at all levels to support diversity efforts.

Benefits

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  Health insurance
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  Dental insurance
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  Tuition Reimbursement
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  Flexible Spending Accounts
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  457 Deferred Compensation plans
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  Metro Credit Union
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  Verizon Wireless discount
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  Employee Assistance Program
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  Generous paid leave time benefits and paid holidays.
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  City Retirement (Mandatory)
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  Direct Deposit
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  Opportunity to serve the public and join a dynamic team of dedicated employees