Posting Date:  01/21/2023
Job Title:  Payroll & Benefits Administrator
Salary:  $64,194-84,973 per year
Entity:  City of Port Townsend
Closing Date:  02/01/23 first review


Maintains and prepares City-wide payroll, technical reports, and employee benefits records. Assures compliance with union contracts and state and federal payroll matters. Administers employee benefit programs; develops and recommends new programs or revisions to existing programs; develops and carries out benefit educational activities; conducts and responds to benefit surveys; ensures compliance with all legislative acts pertaining to employee benefits. Prepares documents, reports, and data to support accounting and human resources in union negotiations, compensation reviews and budget preparation.

This position is split 50/50 between Finance and HR. It reports to the Accounting Manager (primary) and the Director of People and Performance (secondary).

Primary Duties

– Prepares semi-monthly payroll for review, approval, and submittal to the Accounting Manager; generates technical payroll reports; prepares and submits tax deposits and special state and federal statements including W-2s and 1096s; performs ACA tracking and reporting including preparation of 1094 & 1095-Cs; updates employee information for taxes, benefits, wage assignments, garnishment, retirement, and other wage deductions.
– In conjunction with Human Resources, participates in the onboarding orientation process including new employee benefits orientation; explains City benefits, policy and procedures, and other personnel issues; provides instruction and assistance on enrollment forms and benefits planning.
– Works with new hires to complete I-9s and W-4s; uses E-Verify to confirm new employee eligibility.
– Responds to requests for verification of employment and verification of income.
– Interprets and explains Federal and state rules and regulations; assists with the interpretation and application of City policies, procedures and programs while exercising the highest degree of confidentiality and professionalism.
– Maintains payroll records and systems; creates, updates, and audits positions and databases; adds new employees; analyzes, tests, and troubleshoots problems; recommends policies and procedures to maximize software utilization in compliance with all applicable Federal, state and City rules, regulations, and procedures.
– Answers questions and provides information and assistance to City staff and the public regarding payroll and human resources benefits, policies, procedures, processes, Employee Self-Service, and union agreements; assists in resolving problems and complaints.
– Administers payroll accounting functions, employee benefits programs, and payroll records and reports; researches, reconciles, and verifies the accuracy of the accounts; assists with resolving discrepancies and errors.
– Compiles and generates documents, reports, and financial analysis of salary and benefit projections for annual budget and labor relation negotiations.
– Conducts research on assigned projects, including budgets and cost projections; collects, compiles, and analyzes data and information; develops recommendations and prepares reports based on findings.
Coordinates and assists with required payroll audits, reviews and public records requests including but not limited to data collection and compilation.
– Analyzes personnel costs and estimates effects of potential retiree payouts, excess compensation payments, benefit changes, and labor negotiations.
– As directed, conducts job audits and analyses for purposes of reclassification or new positions; research, analyze, compose, and update classification descriptions upon request; participates in market analyses/studies as assigned; provide responses to inquiries related to compensation such as external compensation surveys; updates and maintains City pay plans.
– Works directly with Human Resources to ensure that personnel vacancies are filled within authorized positions and budget.
– Compiles payroll data on current and proposed salary, benefits, and labor contract provisions for the preparation of the annual budget.
– Analyzes and monitors actual payroll operating results for each department throughout the year comparing to budgets and forecasts.
– Performs internal control audits and procedures for the department in coordination with Finance and Human Resource management; analyzes and documents internal controls and prepares written training procedures.
– Processes and tracks LEOFF retiree invoices and reimbursements.
– Administers City’s Retro Program (workers’ comp) through AWC; reports and tracks accidents and injuries; completes OSHA forms; manages related confidential files; tracks return-to-work and modified duty assignment dates; reviews check registers; and works with Finance Manager to keep track of the budget lines associated with the retro program. – Leads the City Safety Committee.
– Completes WellCity reporting and leads the City Wellness Committee.
– In coordination with Human Resources, tracks time and eligibility of employees for absences related to the Family Medical Leave Act (FMLA), WA State Paid Family Medical Leave (PFML), Bereavement, Military Leave and leave without pay (LWOP);
– Tracks FMLA use, Workers Compensation, disability, and other Federal and state leaves; reviews personnel change notices as needed.
– Maintains absolute confidentiality of work-related issues, client records and City information; enforces compliance with the confidentiality standards of the Privacy Act of 1974, {U.S.C. § 552A}; performs related duties as required or assigned.
– Performs other duties as assigned.


– High school diploma or GED
– Five years of increasingly responsible experience in payroll processing and employee benefit administration. A strong customer service focus is required.
– Applicant must be bondable.
– A combination of experience and training that provides the desired skills, knowledge and abilities may be considered.

– Associate degree in accounting, business or human resources is highly desired
– Prior public sector experience and work in a union environment highly desirable.
– Certified Payroll Professional Certification is highly desirable.

Contact Information

Amber Long,


Other Information

First review: March 1st