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Position: Payroll Manager
Municipality:Town of Westport
Close Date:11/18/2022


Job Description


Job Title:                     Payroll Manager

Department:                Finance

Reports To:                 Finance Director

FLSA Status:               Salaried/Non-Exempt

Union / Pay Grade:     Non-Union

Salary:                         $75,000 to $80,000

Prepared By:               Human Resources

Prepared Date:           November 2022





This position works under the general direction of the Finance Director and is responsible for the full cycle processing and transmitting of the Town’s semi-monthly payroll, in addition to a wide range of systems management and the submission of the semi-monthly payroll tax withholdings. (941’s, 945’s and SUI) Prepares year end reports and W-2’s for all employees. Transmission of 401K and Deferred Compensation files to VOYA.  Preparation of ACH files for transmission.  This position would require updating MUNIS to ensure that current tax tables, benefit tables, and salary tables are updated accordingly.  This position requires adaptability to new technology. This position serves as the department’s initial Payroll contact with the public and Town employees.  The purpose of this position is to perform the Town Payroll function for all employees within the parameters of the Town’s software systems. The Payroll Manager is required to exercise good judgment in administering payroll/benefit processes and is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control. 




The essential functions or duties described below are the primary functions and duties of the classification.  There may be other types of work that may be performed, and the omission of a particular duty or function does not exclude that duty or function from the classification provided the duty or function is similar in work, related to the work or logically assigned to the classification.


The Payroll Manager receives oral and written instructions from department supervisors; plans and organizes work according to established or standard office procedures; determines priority of work tasks; prepares reports and correspondence as directed.  The position also:


·         Administers Town payroll system and maintains employee database for approximately 325 employees and a significant number of seasonal workers.

·         Processes payroll via computerized systems; downloads/ balances batches and enters data that flows to the Munis software General Ledger. using database management applications including spreadsheets, word processing, and publications software; prepares various reports related to Payroll.

·         Utilizes NOVA Time, or similar software for time and attendance for payroll processing.

·         Processes and distributes financial deductions reports to state and federal agencies for federal and state withholding; maintains data on premiums related to health and life insurance, retirement plans, credit union etc. to make appropriate payments for all employees.

·         Prepares year end reports and W-2’s for all employees.

·         Is responsible for quarterly tax reporting for Town and BOE.

·         Handles direct deposit for payroll for town employees.

·         Processes adjustments to payroll as needed.

·         Administers unemployment payments and verifies employments.

·         Prepares various employee reports based on payroll, benefits, etc.

·         Processes fringe benefits based on contracts.

·         Maintains system requirements by updating pay tables, tax tables, job codes, job classes etc.

·         Fiscal year end responsibilities: benefits accrual processing, update benefit accrual tables, cost of living rate/step increases, payroll schedule preparation, process changes in health insurance premiums.

·         Processes supplemental retiree payroll monthly.

·         Facilitates payroll audits.


Must possess considerable ability to establish and maintain effective and courteous working relationships with Town, and public officials, residents, members of the public, other departments and agencies, co-workers, and volunteers.  Must possess the ability to maintain a calm manner in stressful and/or emergency situations and an ability to adapt to varying work situations. 




Other administrative tasks may be assigned as appropriate.  Examples include, but are not limited to word processing, data input, statistical analysis from databases, special assignments, or other routine administrative/HR functions.  May assist with other financial systems such as input of data, etc.




The skills and knowledge required for this position would be payroll processing and payroll withholding tax processing background. Degree in finance or accounting would be preferred which could be supplemented by two years’ work experience in the HR/Payroll Administration field; a strong knowledge of MUNIS and EXCEL is preferred; must become familiar with computer software and can learn specific software related to the Town of Westport. 


Criminal background, reference checks required prior to employment.




  • Thorough knowledge of employment and related labor laws; knowledge of Payroll Systems, especially MUNIS, and reporting processes; strong knowledge of appropriate computer systems and financial systems related to department functions; solid knowledge of mathematics and Excel spreadsheets.
  • Ability to deal effectively and maintain working relationships with Town employees, other departments, workers compensation firms, payroll vendors or state and federal agencies.  Ability to understand policies and procedures and to be able to explain them; ability to multitask; ability to work independently; ability to utilize and troubleshoot payroll functions; ability to interpret and apply employment and labor regulations; ability to maintain strict confidentiality.
  • Good verbal and written communication skills; strong analytical, organizational, project management and problem-solving skills; aptitude for working with paperwork and details; skill in using standard office equipment and complicated computer systems; strong math, computer, and database skills. High level of accuracy and confidentiality required.










The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.


While performing the duties of this job, the employee is regularly required to talk, hear, and see.  The employee is required to adjust focus for both distance and close vision.  The employee is frequently required to sit, stand, walk, and reach with hands and arms. The employee may occasionally lift and/or move up to twenty (20) pounds in dealing with records or files.    




While performing this position, the employee is exposed to normal business office environment working conditions. A major portion of work is done at desk and computer or on the phone. This is an on-site position. Not remote.




Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.




Health, dental, life and long-term disability insurance, Defined Contribution with 5% match, vacation and holidays.

We are an Equal Opportunity Employer.

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