Grade:  13                                                                                             Pay Rate:  $28.58 - $35.06 per hour

Hours Per Week: 40                                                                            FLSA Status: Non-exempt

Job #: 001-18

Job Summary:

Performs all activities necessary to process payroll, including maintaining related records, filing tax reports and voluntary deduction reports, processing involuntary deductions such as levies and garnishments, preparing accounting transactions and documents, documenting and updating procedures, and preparing special reports for management. Performs a wide variety of record keeping and payroll processing activities, including computing wage and overtime payments, calculating and recording payroll deductions, processing requests for paycheck advances, PTO Cashouts, W-4 changes, direct deposits and processing separated employee checks. Works under general supervision of the Controller.

Essential Functions:

  • Responsible for the preparation and timely processing bi-weekly payroll for all Tribal employees.

  • Coordinates all payroll work flow, including input and output.

  • Ensures accuracy of all payroll information.

  • Recording and reporting of all payroll deduction and fringe benefits.

  • Processes all levies and garnishments. Prepares responses to both employees and agencies in a timely manner.

  • Receives and processes Verifications of Employment in writing and via telephone.

  • Responds to employee requests for check stubs and W-2s pertaining to garnishments and VOEs.

  • Inputs, updates, removes, and maintains employee information pertaining to hours worked and PTO.

  • Ensure compliance with all state and federal tax regulations and garnishment requirements.

  • Calculate and deposit payroll and related taxes, and prepare and file quarterly federal and state tax reports.

  • Prepare, audit, and reconcile employee W-2 forms, federal form W-3, and state form WR annually.

  • Manage regular preparation of relevant management reports; including but not limited to, biweekly, monthly, quarterly, and year end reports.

  • Audits bi-weekly and year to date payroll registers.

  • Maintains current files of payroll policies and procedures, and federal and state regulations.

  • Researches and assembles records, data and confidential materials; disburses materials to authorized individuals and agencies.

  • Works closely with the Human Resources Department and the Information Technology Department to evaluate, maintain and update the payroll system.

  • Develops, generates, monitors, and distributes detailed written and statistical reports and memos pertaining to request for confidential records and data; maintains confidential correspondence records and files.

  • Resolves the most complex, difficult problems, and discrepancies and handles non-routine inquiries related to payroll documents and records.

  • Interprets and explains operating procedures, rules and regulations relating to payroll processing to staff, managers and employees.

  •  Provides payroll information as necessary to department managers and employees.
  • Assists in preparing financial reports for managers, senior accounting staff, and budget staff.

  • Ensures compliance with Tribal policies and generally accepted accounting principles.

  • Performs monthly general ledger review and prepare required adjusting or reclassifying journal entries.

  • Audits, approves and posts journal entries to ensure transactions are recorded appropriately.

  • Verify provided documentation supports revenues, expenditures, adjustments, and transfers prior to recording in the accounting system.

  • Prepares required financial reports and assists with external Primary Government annual audit.

  • Performs a variety of other duties as assigned by supervisor.

Education, Experience, and Licenses:

  • Requires a Bachelor’s degree in Business or Accounting and 3 years of related experience. Two (2) years of work experience, in a related field, may be substituted for each year of an educational requirement, up to half the total educational requirement. One (1) year of educational experience may be substituted for two (2) years of applicable work experience, up to one-half the total work experience requirement.

  • OR equivalent combination of education, training and experience.

  • Must maintain a valid Oregon driver’s license or obtain one upon hire, qualify for the Tribe’s vehicle insurance, and provide proof of personal vehicle insurance.

Qualifications, Registrations, and Certifications:

  • Strong understanding of payroll practices and laws.

  • Strong understanding of accounting theory.

  • Excellent writing, communication and interpersonal skills with a customer service focus.

  • Required to read, interpret and understand payroll and tax reporting requirements.

  • Highly detail oriented and organized in work.

  • Proficiency with email and Microsoft Office applications.

  • Proven ability to work independently with little or no supervision, to make decisions, and have organization skills necessary to meet deadlines.

  • Requires the use of judgment in the analysis of facts and circumstances surrounding individual problems or transactions and in the determination of actions to be taken within the limits of standard and accepted practice.

  • Ability to coordinate information between Finance Office, Tribal Council and other Tribal departments.

  • Knowledge of administrative principles and practices as they relate to governmental organizations.

  • Ability to cooperatively and collaboratively with all levels of employees, management, and external agencies to maximize performance, problem solving and results.

  • Ability to quickly obtain knowledge of Tribal financial policies and procedures.

  • Ability to manage multiple tasks and meet critical deadlines in often fast-paced environment.

  • Knowledge of and sensitivity to Native American culture required.

 Environmental Factors and Conditions/Physical Requirements:

  • Continually requires the ability to express or receive detailed information or important instructions through oral communication.

  • Continually requires working with fingers rather than the whole hand or arm. Requires repetitive movement of wrists, hands and/or fingers. Often requires walking or moving about to accomplish tasks.

  • Requires standing and/or sitting for sustained periods of time, raising objects from a lower to a higher position and/or moving objects horizontally.

  • Occasionally requires lifting of up to 20 pounds.

  • Due to the nature of the interactions with other employees and the public we serve, employees may be required to provide documentation of, or receive, certain health vaccinations.

  • This position is frequently subject to inside environmental conditions which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions.

  • May be called upon to serve as a Disaster Reservist during Emergencies, or when the Tribal Emergency Operations Center is opened.

  • Local travel is occasionally required. Travel outside of the state is infrequently required.

Background Check:

  • Candidates for this position will be subject to criminal and character background checks and may be subject to fingerprinting.