Payroll Specialist

Department: Finance Division: Finance Division The City of Richland is looking for an enthusiastic Payroll Specialist to join our team! The ideal candidate has a strong sense of ownership and thrives on serving others. Currently the City has approximately 593 FTEs and 8 Collective Bargaining Agreements. Pay Range: $32.55-$45.47/hourly Midpoint: $39.06/hourly Starting salaries generally fall between the minimum and midpoint of the range. Each offer depends on the candidates experience and qualifications, internal pay equity, and available budget. Salary offers are negotiated individually based on these factors. GENERAL SUMMARY Performs difficult administrative support work assisting in the planning, coordination and implementation of functions related to payroll administration; interacts with department supervisors/managers and employees by providing customer service and technical assistance requiring a thorough knowledge and understanding of payroll policies, procedures, practices and automated systems, and related work as apparent or assigned. Work is performed under the limited supervision of the Finance Manager (supervisor). CORE VALUES All employees are expected to model and foster the City of Richlands core values in the performance of their duties and their interactions while representing the City. The values of Teamwork, Integrity, and Excellence promote and maintain a high level of morale and productivity and are the tie that binds all City employees together, across all functions. MINIMUM QUALIFICATIONS SPECIAL REQUIREMENTS Valid driver's license. EDUCATION AND EXPERIENCE High school diploma or GED and three (3) years of experience providing administrative support and payroll administration, or equivalent combination of education and experience. DESIRABLE QUALIFICATIONS Intermediate or higher proficiency with Microsoft Office products including Word, Excel, Outlook, and Access. Experience with payroll for collective bargaining agreements. Experience with extracting data through reports or queries and analyzing payroll data to provide information to management and outside parties. Experience processing quarterly State & Federal payroll tax reports. SUPPLEMENTAL INFORMATION This position will be opened until filled with a first review of candidates taking place on February 23, 2026. Selection will be based on overall qualifications, skills testing, and an interview process. Final candidate selected will be subject to a comprehensive background/reference check commensurate to the position. ESSENTIAL JOB FUNCTIONS To be successful in this position, an individual must be able to perform each essential function satisfactorily. Additional duties of a similar nature and level may also be assigned. The City may make reasonable accommodations to enable a qualified individual with disabilities to perform the essential functions. Administers and maintains the Citys automated payroll system and related payroll processes; ensures proper pay rates and individual payroll changes are processed into the payroll system accurately; prepares, processes and calculates a variety of payroll actions including wage garnishments, benefits withholding, overtime calculations and workers compensation time loss payments. Audits timesheets and other payroll records ensuring compliance with City policies, respective collective bargaining agreements and legal requirements Prepares periodic and annual documents and reports required by State, Federal and other agencies related to the Citys employment and compensation activities; prepares reports and forwards payments of tax and benefit deductions to appropriate agencies and vendors. Prepares and maintains a variety of detailed and comprehensive records, reports and files; prepares and distributes written communications to employees, retirees, vendors, outside agencies, and other parties, including locating materials or documents as needed. Serves as liaison with other departments, State, and Federal agencies and benefit providers on matters related to salary and benefit payments and deductions; researches, responds to questions, and makes necessary corrections; provides information and services to other City departments and personnel, various outside agencies and organizations; explains programs, activities, policies and procedures within scope of authority; provides information of a general or limited technical nature. Maintains working relationship with union officials and adheres to terms of labor contracts by monitoring day-to-day implementation of policies concerning wages, hours and working conditions; provides support to management during union contract negotiations. Prepares and processes monthly payroll for LEOFF I Pension retirees; coordinates with the pension board secretary to verify changes, and ensures data is up to date and accurate; prepares associated reports as required. Handles confidential and sensitive matters relating to all aspects of payroll functions; assists with special projects, programs, audits or studies, exercises independent judgment in analyzing problems, issues and situations; assists in the development and implementation of solutions and actions. KNOWLEDGE, SKILLS AND ABILITIES The requirements listed below are representative of the knowledge, skill, and/or ability required to successfully perform the essential functions of the position. Knowledge of: Applicable Federal, State, and local laws, rules, codes and regulations related to assigned activities. Principles, practices and methodologies of payroll administration. Customer service techniques. Research methods, data collection and sampling techniques and statistical analysis. Modern office practices, methods, procedures and equipment. Record-keeping principles, procedures, and techniques. Public speaking techniques. Technical aspects of payroll. Skills and abilities to: Learn, interpret, apply and explain laws, codes, regulations, policies and procedures to assigned tasks. Assist with the development, implementation and day-to-day administration of payroll policies, procedures, programs and automated systems. Provide customer service and technical assistance to Citys leadership team, employees, vendors, other agencies and the public. Establish, maintain and generate records and reports. Research and analyze data and information; develop, evaluate and present alternative recommendations. Work confidentially with discretion. Communicate effectively both orally and in writing; comprehend and use English effectively including producing all forms of communications in a clear, concise and understandable manner to intended audiences. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; work independently with little or no direction, set priorities and meet deadlines. Operate modern office equipment including personal computer equipment using standard or customized software application programs. Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines. Establish, maintain and foster positive and effective working relationships with those contacted in the course of work. Provide continuous effort to improve operations, streamline work processes and work cooperatively and jointly to provide quality customer service. COMPETENCIES Foundational Use Technical/Functional Expertise: Displays an appropriate depth of knowledge and skills as required for the position and commensurate with the time in class. Uses technology as appropriate for the position. Seeks additional knowledge and information to continually enhance knowledge in areas of specialty. Be Accountable for Performance: Actively shows responsibility, reliability, and trustworthiness. Ensures work and information are complete and accurate. Admits mistakes and looks for ways to improve. Models self as dependable and reliable. Follows up with others to ensure agreements and commitments have been fulfilled. Values the importance of team and organizational success. Independently takes action to influence events, to improve own or organizational performance and to promote the goals of the organization. Provide Excellent Customer Service: Anticipates, assesses, and responds effectively to the needs of diverse customers, both internal and external, providing consistently excellent service that is timely, accurate, courteous, and respectful. Communicate Effectively: Uses verbal and written skills effectively to ensure that information is successfully shared throughout the organization. Relates well to a range of people. Shows sensitivity to the needs of others. Demonstrates ability to build rapport and facilitates mutual understanding. Work Safely: Knowledge and application of relevant safety requirements that apply to the specific work being done. Recognizes and mitigates safety hazards on the job. Observes rules and regulations to comply with personal and workplace safety standards. Works to create a hazard-free, accident-free environment. WORKING CONDITIONS Physical Requirements and Working Environment The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This work requires the regular and punctual attendance at the office or other assigned location; work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data and operating machines; work has no exposure to environmental conditions; work is generally in a quiet location (e.g. library, private offices). SELECTION GUIDELINES 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 classification does not constitute an employment agreement between the City of Richland and any employee and is subject to change by the City as the needs of the City and requirements of the job change. Summary of the City of Richland benefits for unaffiliated staff (non-represented employees): Note: Unaffiliated staff (non-union employees) may receive some or all of the benefits listed below based on the Compensation Plan for Unaffiliated Employees (Comp Plan) with the City; consult the Comp Plan for specific information about position benefits. Regular Full-Time (35 to 40 hr./week) Employee Benefits Excellent open access (preferred provider) medical plan with substantial City-paid contribution City-paid dental and vision plans City-paid Life and Accidental Death & Dismemberment Insurance (equals two times the employee's annual salary) City-paid Long-Term Disability Insurance Participation in the State of Washington's Retirement Plan (PERS) Paid Time Off (PTO) 10 Paid Holidays 4% City-match deferred compensation with 457 and 401(a) plan options Senior Management Level = additional 4% City-paid into the 401(a) Plan Management Level = additional 3% City-paid into the 401(a) Plan Supervisors or Exempt Level = additional 1% City-paid into the 401(a) Plan Extended Sick Leave (ESL) Section 125 - Flexible Benefits Plan (Medical/Dependent Care) City Paid and Employee Paid Retirement Health Savings Plan Employee Assistance Program Annual Performance Assessment System Paid Time Off (PTO) Accrual Regular Full-Time (40hr) Accrual Rates. (The accrual rates for full time (30-34hr) and part-time positions is pro-rated based upon the position's budgeted hours.) Years of Continuous Service / Maximum Hours Per Month 0 months through 6 months / 13.33 hours per month 6 months through 9 years / 20.33 hours per month 10 years through 15 years / 22.33 hours per month 16 years through 20 years / 24.33 hours per month Over 20 years / 26.33 hours per month The City is an Equal Opportunity Employer committed to recruiting and retaining a highly qualified and diversified work force. Applicants are considered for positions without regard to race, color, religion, sex, national origin, ancestry, age (over 40), martial or veteran status, disability, sexual orientation, or any other basis prohibited by federal, state, and local laws. In accordance with the American with Disabilities Act, reasonable accommodation for persons with disabilities will be provided for participation in the application and selection process, if requested. Persons with a disability who need assistance must notify the Human Resources Department about the accommodation needed at the time of application and prior to the closing date by calling (509) 942-7392. The provisions of job announcements listed on this website do not constitute an expressed, or implied, contract of employment with the City. Any provision contained herein may be modified and/or revoked without notice. **Jobs are unposted at 11:59 PM the day BEFORE the Job Posting End Date** We are Richland! Culture Our core values of Teamwork, Integrity and Excellence help define who we are as an organization and how we approach our work. Our strong and supportive workplace culture connects each member of our team, empowering us to do great work while creating a sense of camaraderie. This culture sets us apart as a friendly, yet high performing team of professionals. Community We are committed to being involved and engaged in our community. Our City provides ample opportunity to volunteer and make a difference in the lives of our citizens. Richland is situated along the Columbia River and is known for its boundless parks and recreational opportunities. We boast diverse industry with an emphasis on STEM, excellent schools, low crime, and a family-friendly charm. Commitment Each division within our organization has a strong commitment to doing the right thing. We remain steadfast in providing a high level of service to our citizens. We respect the efforts of our team members and acknowledge not only our accomplishments, but opportunities to improve. Regardless of the challenge or task at hand, we are one team. We are Richland!