Payroll Assistant Manager

Job Title
Payroll Assistant Manager
Job Order ID
Begin Date
Direct Hire
Jacksonville,  FL 32204
Other Location
Idea Recruitment has partnered with a public transit service provider in Jacksonville, FL in their search for a Assistant Payroll Manager.


Under the general supervision of the Payroll Manager this position is responsible for overseeing all aspects of the JTA’s in-house, centralized payroll processing, reporting and leading communication with internal and external customers.

Essential Job Functions

·Responsible for assisting the Payroll Manager with all areas of the payroll processing review and approval, payroll data reporting to other internal departments, managers, the Executive Leadership Team and external agencies.
·Understands State and Federal regulations pertaining to payroll and how they apply to employee classifications, pay and deductions for voluntary and involuntary deductions.
·Transfers general ledger journal entries to the General Ledger Module, review the journals and prepare adjusting entries, as needed.
·Plan deliverables and direct the staff engaged in the maintenance of payroll records including processing of source documents, compiling statistics, maintaining control records, recording hours of work, processing various payrolls, reconciling Federal and State taxes as well as submitting payments to these agencies.
·Responsible for preparing spreadsheets and data for yearly NTD (National Transportation Database) and ABBG (American Bus Benchmarking Group) reporting.
·Assist with the Audit of calculations for all garnishments, incentives and charitable contributions to ensure the deductions are in accordance with the maximum amounts according to the Department of Labor regulations. 
·Oversee the reconciliation payroll related general ledger accounts.
·Summarize and journalize all payroll related activity into the general ledger by department and across funds for actual charges, monthly accruals and monthly insurance reimbursements.
·Recruit, hire, train staff; evaluate employee performance; recommend/initiate promotions and disciplinary action.
·Interpret company payroll policy to employees and enforce associated procedures.
·Manage other payroll activities pertaining the review of employee personnel records to determine names, rates of pay, and occupations of new hires; changes in wage rates and occupations of existing employees.
·Review and approve payroll deductions; analyze payrolls for accuracy before finalizing.
·Interpret Authority policies and government regulations in connection with payroll procedures; direct preparation of government reports and information requests.
·Research payroll related topics using IRS regulations, FLSA statutes, state law, union contracts, and other sources as necessary; draw conclusions, present results, and make recommendations to management.
·Assist the Controller with ad hoc analysis and forecasting of payroll related data for budget and planning purposes; also perform analysis and investigation to resolve issues in order to make payroll deadlines.
·941 reporting for JTA & JTM.
·State Quarterly Wage Listing submission for Reemployment.
·Report contributable earnings and contributions to FRS (Florida Retirement System) on a monthly basis.
·Processing of weekly & bi-weekly payrolls.
·Accounts payable associated with weekly and bi-weekly.
·Provide ad hoc reporting and analysis for CFO and Controller.
·Payroll reconciliation control sheet (an audit requirement).
·Performs related tasks as necessary to ensure Payroll department maintains a highly accurate level of service.
·Analyze department budget to identify needs and/or reductions.
·Performs mandatory storm/disaster job related functions that are essential to the Continuity of Operations Plan (COOP) and/or the EOC.
·Other duties as assigned.

Knowledge, Skills and Abilities

​​​​​​·Knowledge of general accounting practices including payroll processing, accounts payable, accounts receivable, budgeting and general ledger.
·Ability to read, interpret and follow union labor contracts.
·Ability to lead, direct, and motivate a team of direct reports.
·Recent experience in Oracle V. 12 or similarly based system.
·Proficiency in the MS Office Professional Suite.
·Good research, creative solution-making and problem solving ability.
·Self-motivated. Ability to work well independently as well as part of a team.
·Ability to effectively communicate, both verbally and in writing with team members, as well as management and employees at all levels within the organization.
·Ability to listen effectively and show empathy.
·Ability to handle multiple priorities, work under pressure and time constraints.
·Ability to flourish in a fast-paced, complex environment, and willing to adapt to change.
·Energetic change agent – focused on continuous improvement with the proven ability to inspire and motivate a team while adapting leadership styles to the needs of individual team members
Self-motivated, organized, individual with the ability to manage multiple priorities and mentor staff to do the same.
  • Ability to deal with highly confidential information in a discreet and professional manner.
  • Ability to work collaboratively to enhance JTA’s reputation for excellence through best practices, reviews, accountability for performance and continuous improvement.
  • Ability to analyze financial information, and design and implement accounting controls and systems
·Ability to perform detail work accurately and timely.
·Ability to maintain a high level of confidentiality.
·Ability to work a flexible schedule, which may include evenings.
·Ability to learn new technologies.
·Understand and work within the scope of authority.
Required Skills

A Bachelor’s degree in Accounting or closely related field and a minimum of 5 years direct, not third party, payroll experience and support and a minimum of 3 years in a supervisor role.

Degree requirement may be met through an Associate Degree with an emphasis on accounting with 7 years direct, not third party, payroll experience and support and a minimum of 3 years of supervisor experience or 12 years direct, not third party, payroll experience and support and a minimum of 3 years of supervisor experience.

Current Payroll Certification is preferred.
Optional Skills


· Oversee the preparation of various required Federal and State reporting and payments, such as, payroll tax deposits, quarterly tax returns, W-2s, 941s, State Quarterly Reemployment Wage Listing reporting and FRS pension transmittal of information to the State and Federal government.

· Responsible for keeping current on legislation affecting payroll, tax and human resource issues.

· Responsible for reviewing and approving all tax deposits.

· Adhere to negotiated labor agreements; interpret and follow any union provisions in place affecting payroll or benefits administration.

· Responsible for completing all mandatory training classes.

· Responsible for reviewing and complying with all JTA policies, procedures and directives.

Option 1: Create a New Profile