Job Description

Statement of Duties

Position is responsible for preparing payrolls for division(s).within the department, maintaining personnel database of attendance records, recording and compiling data, generating reports, performing related clerical duties, and providing customer service.

Supervision

Employee works under the general supervision of the Payroll coordinator and Chief of Budget & Finance. Employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently. New or unusual assignments are explained by the supervisor, including suggested work methods. Employee refers unusual situations to the· supervisor for advice and further instructions. Supervisor reviews work only to an extent sufficient to insure that completed work, methods used are technically accurate, and that instructions are being followed.

Employee doe not exercise any supervisory responsibilities. Employ has access to some confidential information.

Job Environment

Numerous standardized practices, procedures, or general instructions govern the work and in infrequent cases, may require additional interpretation. Employee uses judgment to locate, select, and apply the most pertinent practice, procedure, regulation, or guideline to use in a given situation. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.

Errors could result in a delay or Joss of service and/or monetary loss.

The position has occasional contact with the public provide information and assistance. Other contacts are with other City departments and employees, and vendors to process payroll, resolve problems, and give or receive information and assistance. Contacts are usually made in person, in writing, and on the telephone.

Essential Functions

• Records time worked by City employees in municipal construction, maintenance, and repair work in accordance with established payroll procedures.
• Maintains and assures accurate records of overtime, including Fair Labor Standards Act (FLSA) adjustments, sick and vacation time, and adjustments necessary for the preparation of payroll submissions, and the generation of payroll checks.
• Maintains a personnel database of attendance and Special Leave records and reports by category.
• Creates, reports and distributes job costs to appropriate accounts to accurately reflect charges, and maintains records of same.
• Assists with the budgetary process.
• Records and compiles data, generates reports for construction and maintenance activities, and performs related clerical duties such as the preparation of transfer bills and completion and forwarding of requisitions.
• Responds to inquiries from division supervisors and personnel regarding payroll, or record keeping information.
• During the winter season, records and maintains records of the hours worked by employees and private contractors involved in snow plowing operations.
• Maintains and updates division files and records related to payroll operations and construction activities.
• Answers telephone, greets visitors, responds to inquiries, and provides information and assistance to the public as appropriate.
• Provides support and assistance in snow and ice removal operations and other emergencies as declared by the City
• Performs other related office duties as required by the supervisor.

Recommended Minimum Qualifications Physical and Mental Requirements

Employee works in a moderately loud office, and is required to sit, talk, listen, and use hands more than 2/3rd of the time; stand, walk, and reach with hands and arms up to 2/3ro of the time. Employee occasionally lifts up to 10 lbs. Normal vision is required for the position.

Equipment includes office machines and computers.

Education and Experience

A candidate for this position should have an Associates Degree and seven to ten years (7-10) of payroll processing and record keeping experience; or an equivalent combination of education and experience.

Knowledge, Skills and Abilities

A candidate for this position should have knowledge of the following:

• Modern office procedures
• Accounting, payroll, and record keeping
• Computer programs and software, including spreadsheet and database applications
• Occupational safety precautions

Skill in:

• Communication and organization

And ability to:

• Perform multiple duties simultaneously, despite frequent interruptions
• Perform payroll calculations
• Work effectively with the public, employees and department heads

Company Description

THE CITY:

The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus. The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.

OUR GOVERNMENT:

Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Ruthanne Fuller was sworn in on January 1, 2018 after serving on the City Council. She ran on a platform of providing Newton’s children with a top-notch education in an inclusive environment where empty nesters, seniors, young families, and people of diverse incomes can live together in vibrant villages and neighborhoods. Mayor Fuller is committed to keeping Newton safe, improving the city’s infrastructure, addressing climate change, providing excellent and responsive city services, and fostering art, culture and community life. The first female Mayor of Newton, she is a tireless advocate for all the city’s residents and is committed to making sure the city is welcoming, inclusive and diverse. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.

AS AN EMPLOYER:

The City of Newton believes that its employees are its greatest asset. To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits. We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities. We continuously work to review and expand upon our benefit offerings. We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees. And as always, you are encouraged to reach out to our dynamic HR Team by emailing hr@newtonma.gov.

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

• Actively recruit, develop, and retain a diverse and talented workforce.
• Proactively address discrimination through education and in partnership with other departments and leaders.
• Serve as a role model to celebrate and nurture diversity.
• Foster inclusion by staying curious and clarifying assumptions.
• Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
• Build and strengthen accountability at all levels to support diversity efforts.

Benefits

• Health insurance - 75% employer sponsored
• Dental insurance
• Two (2) weeks of vacation time per year
• Annual step increases (up to the maximum of the grade)
• Annual cost of living adjustments (COLA)
• Longevity payments after 5 years of continuous service
• 12.5 paid holidays per year
• $1000 clothing allowance per year
• 2 paid floating holidays per year, 2 personal business days per year
• 80 hours of special leave time per year
• Snow bonus - an additional $8.50/hour
• Summer Hours - Friday's off - Monday through Thursday 10 hour work days
• For Fleet Mechanics/Technicians, $500 tool allowance
• Availability for overtime
• Tuition Reimbursement
• Flexible Spending Accounts
• 457 Deferred Compensation plans
• Metro Credit Union
• Verizon Wireless discount
• Employee Assistance Program
• City Retirement (Mandatory)
• Direct Deposit
• Opportunity to serve the public and join a dynamic team of dedicated employees