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Payroll Administrator MC

Department: Financial Svcs/Accounting
Office: City Hall
Position Number:30-05-415-12141-1
Job ID#:16255
To be considered for this job:You must complete the on-line application form.
Opening Date for In-House Candidates:1/12/18
Opening Date to the Public:1/12/18
Open until filled; for best consideration, apply by:1/26/18
Starting Salary (or salary range):19.90
Other information about this position or about working with the City of Rio Rancho:A Drivers License is required for this position. Your driving record must always meet City insurability standards.
Banner:This is the initial posting of this job opening.
If you are called for an interview or to attend a pre-employment testing session:If you are selected for an interview, you will be contacted via e-mail or telephone with a date, time and place to interview.
Typical schedule :M-F


Position Title: Payroll Administrator MC 

Department: Financial Services  

Division: Accounting  

Reports to: Division  Manager   

FLSA Status: Exempt

 Bargaining Unit: none  

Pay Grade: 21A  

Job Status: Permanent, Full-time  

Full Time Equivalent: 1.00  

Position Summary

The Payroll Administrator oversees the payroll production and is accountable for City, State and Federal payroll compliance and reporting requirements including IRS, PERA, State of New Mexico, and the Department of Labor. The Payroll Administrator maintains the payroll system and serves as project leader for Financial Services for any payroll system initiatives.  

Education, Training and Experience – minimum required to proficiently perform the job

Education / higher education: AA Degree 

            For required college degrees, applicable field(s) of study: Business, Accounting or other related field 

Minimum number of years of directly related experience: Two years’ experience in payroll preparation. In lieu of a degree incumbent must possess 5 years of relevant experience.    Accounting or HR experience will substitute for payroll preparation experience at the discretion of the Department Director.  

Education and/or experience preferences: Bachelor’s Degree; experience in a municipality, especially a PERA-affiliated employer. Experience with SunGard Public Sector (HTE, GMBA) or similar HRIS/Financial software processing systems. Experience with ExecuTime timekeeping systems and Telestaff scheduling systems or similar systems. 

Certifications, Licenses and Registrations

Driver’s License requirement: Infrequent Driver -- Regular Driver's License      Required Endorsements: None  

Note -- For any driver, driving record must always meet City driving and insurability standards.

Required certifications, licenses or registrations: None 

Preferred certifications, licenses or registrations: CPP designation or candidacy 

Knowledge, Skills and Abilities required to proficiently perform the job

Knowledge: General knowledge of relevant federal, state, and local laws and regulations governing payroll. Ability to interpret, understand and apply multiple union contracts. Knowledge of the principles, practices and methods of fund accounting. Knowledge of HRIS/Payroll processing systems such as the HTE system, purchasing, and budgeting modules, as well as Query and Impromptu reporting.  

Skills:  Must be able to type rapidly and accurately enough to successfully    produce payrolls, documents/spreadsheets, communicate via e-mail, or perform    data entry as necessary to accomplish the essential functions of the    position. Use of technology,    equipment and software typically used in the office environment.   Excellent research, organizational and interpersonal skills. 

Abilities: Ability to research, read, analyze, and interpret reports, general business periodicals, technical procedures, contracts, government codes, regulations, and policies. Ability to use standard software for word processing, Excel spreadsheets, and data analysis. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from management. Ability to work with complex concepts to analyze problems, interpret data and apply to practical situations found in the workplace. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to analyze data. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages.   Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. This job requires the ability to handle multiple projects and meet deadlines. Ability to maintain strict confidentiality of employee personal information. Ability to use office equipment which includes computer, fax, printer, calculator. Computer proficient with Microsoft products such as Word, Excel, Access, PowerPoint. Familiar with payroll processing systems. 

Interaction with Groups/Agencies/Entities: Internal:   Works with accounting/finance staff, other department managers and   directors on issues related to payroll. Responds to requests for information   from members of the Governing Body, the City Manager, Human Resources and   City employees. Maintains harmonious, courteous, and understanding   relationships, while working with others.   External: Interfaces   with other governmental or financial agencies (PERA, NM Retiree Health Care   Authority, State DFA, Federal IRS, Banks, etc.)  

Authorities and Accountabilities

Level of independent decision making: High--incumbent is expected to analyze complex situations and take appropriate action. 

Budgetary/Financial/Asset accountability: Low -- Position is accountable to a Department Director or Division Manager and cannot make major decisions or obligate the City 

Span of control: Responsibility for own work (no supervision or leadership expectations). Position provides oversight and guidance across all City Departments with respect to Payroll matters

Essential Functions

The following functions are typical for this position. The omission of specific functions does not exclude them if the work is similar, related or a logical assignment for this position. Other duties may be required and assigned.

  • Manage the city-wide payroll process including computing all bi-weekly payroll processing of employee wages and deductions, posting all payroll records, and dispersing all checks and Direct Deposit payments.; Maintaining and updating the payroll system, including assignment of appropriate position codes, EEO categories and functions, tables, payroll schedules, general ledger and department numbers, mapping, and benefit accrual formulas; submitting electronic files to banks and other entities; and preparing management reports.
  • Enter payroll data including but not limited to hours worked, taxes, deductions, insurance, union dues and employee identification numbers, Social Security, PERA, benefits, uniform allowances and other records submitted for payroll.
  • Maintain codes, perform time maintenance functions, run interfaces between timekeeper and payroll system, and administer the timekeeping system.
  • Register new hires with the State of New Mexico and verify new hires with Social Security Administration Office.
  • Audit payroll data for accuracy and compliance. Review data for completeness and Fair Labor Standard Act compliance as it relates to wages and overtime.
  • Act in a confidential capacity to formulate, determine and effectuate payroll policies and procedures. Advises management as needed related to any payroll issues. Make recommendations to management on fiscal and human resource policies related to payroll.
  • Answer employee payroll questions and resolve problems while maintaining confidentiality and the integrity of the process. Prepare all internal and external correspondence in response to payroll issues.
  • Administer all garnishments for child support, liens, levies, etc. including deduction calculations, employee notification, disbursement of checks and reporting to agencies. Process manual checks and tuition reimbursements.
  • Verify employment, wages and garnishment withholdings. Answer employment income verifications for mortgage and income qualifiers.
  • Manage and take full responsibility for monthly, quarterly and annual compliance reporting including IRS (941 and W-2), State, PERA, Deferred Compensation, Worker's Compensation and unemployment.  Prepare statistical labor and pay reports as requested by state and federal departments.
  •  Manage accrual banks for leave payouts and communicate notices to employees.
  • Oversee Benetrac project/payroll integration for benefit administration and enrollment.
  • Train co-workers to act as a backup for the payroll function. Train other city staff as needed on payroll policies and procedures.

Physical Requirements and Working Conditions

Daily activity level: Primarily sedentary 

Physical characteristics: Job requires oral and aural communication; Job requires reading and comprehension of written materials; Keystroking or repetitive motion of hands/fingers/arms; and Lifting/carrying/push/pull up to 20 lbs.  

Exposures: None 

Extraordinary working conditions: None 

Hazardous equipment/machinery used: None 

Required personal protective equipment: None 

If you need an accommodation for a disability that would enable you to apply or interview for this position, please contact the Human Resources Department at 505-891-5011 (fax: 505-891-9183).


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