The Payroll & Accounting Specialist is a full-time, exempt, and professional position within the Finance Department of the Village of Pleasant Prairie. Under the general supervision of the Finance Manager the primary responsibility to manage payroll processing, accounts receivable, monitoring bank activity, and overseeing tax-related financial activities for the Village of Pleasant Prairie. This position will also support the annual audit process and maintain and assist in the maintenance and management of various other financial records.

This position is typically scheduled Monday – Friday, 7:30 a.m. – 4:30 p.m.

Payroll

• Prepares, processes, and analyzes bi-weekly payroll timely and ensures accuracy in hours worked, deductions, and benefits.
• Generates payroll reports including, but not limited to, history, employee attendance, compensation, taxes, and benefits to support the management audits, and other financial needs.
• Collaborates with the contracted service provider to ensure compliance with all tax regulations and deadlines.
• Addresses and resolves payroll-related inquiries and discrepancies with professionalism and confidentiality.

Cash Management

• Regularly monitors the Village's bank accounts to ensure all transactions (deposits, withdrawals, transfers) are recorded accurately.
• Watches for unauthorized or suspicious transactions, escalating any issues to management as necessary.
• Accurately logs deposits, withdrawals, transfers, and other financial transactions into the accounting system.
• Ensures all transactions are correctly categorized for accurate financial recordkeeping.

Accounts Receivable 

• Oversees the accounts receivable functions, including generating invoices and recording payments.
• Responds to inquiries regarding invoices, payment status, and account balances.
• Prepares monthly reconciliation reports to ensure the accuracy of the accounts receivable ledger.
• Monitors and reconciles accounts receivable aging reports to ensure timely collection of outstanding balances.
• Assists with the collection of delinquent accounts, including preparing correspondence and coordinating with other departments as needed.

Tax Administration

• Oversees the collection, recording, and reporting of municipal taxes.
• Maintains accurate records related to tax liabilities and payments in tax receipting spreadsheet and prepares tax refunds.
• Monitors tax email inbox and issues tax installment notices.

General Accounting Support 

• Assists customers at the finance counter, reconciles cash drawers, and operates on-line cash receipting system for property taxes, utility billing, permits, special assessments and municipal court; efficiently and accurately counts money, figures change, and issues receipts.
• Supports audits by preparing necessary documentation and responding to auditor requests.
• Fosters positive relationships, addresses complaints, questions, and concerns from the public, employees, and public officials, taking appropriate action to correct or resolve them in a responsive and professional manner.
• Ensures compliance with applicable laws, regulations, and organizational policies regarding payroll and accounts receivable activities.
• Maintains a high level of confidentiality and adheres to all Village and Finance Department rules, regulations, policies, standard operating procedures, and guidelines.
• Performs other duties and special assignments as directed within the scope of the Finance Department.

Educational, Certifications and Experience

• Associate’s or Bachelor’s degree from an accredited university or college in Accounting, Finance, or related field preferred.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Experience processing payroll and utilizing payroll systems and relevant software, Certified Payroll Professional a plus.
• Familiarity with federal, state, and local tax law and regulations.
• Excellent writing, data handling, attention to detail, and analytical skills required.
• Ability to multi-task, organize work, and manage work schedules and deadlines effectively.
• Strong oral communication and interpersonal skills for working with a diverse population including other employees, public officials, and the general public.
• An equivalent combination of education, training, or work experience that provides the required knowledge, skills, and abilities will be considered.