City Of Gary
Job Description
Job Description
Division:
Finance
Reports to:
Payroll Supervisor
Status: Full-time Salary: $ 50,000
JOB DESCRIPTION: The Payroll Specialist for the City of Gary Fire Department (GFD) and EMS Division is responsible for the accurate and timely preparation, correction, and submission of payroll for all fire and EMS personnel. This position requires a thorough understanding of municipal payroll systems and union contract provisions, including differential pay structures, specialty pay, and scheduling rules. The Payroll Specialist will interpret and apply the terms of Fire Department union contracts to ensure compliance in all payroll matters and act as the primary point of contact for payroll-related inquiries. QUALIFICATIONS: Prepare payroll for the Gary Fire Department and EMS Division in accordance with the approved departmental budget. Maintain accurate service records by tracking and recording sick days, vacation days, and compensatory time earned and used. Review, interpret, and apply relevant Fire Department union contract provisions related to wages, overtime, differentials, specialty pay, and leave. Communicate regularly with Human Resources, Fire Chiefs, Payroll, and supervisory staff regarding payroll updates, personnel changes, or system issues. Resolve payroll issues by identifying incorrect codes or calculations to make necessary corrections. Act as the liaison between the payroll office and GFD/EMS personnel to address payroll inquiries, discrepancies, and concerns. Attend meetings with Payroll, Fire Chiefs, Payroll Supervisors, and other stakeholders as requested. Make manual corrections to timecards and assist employees with clocking in/out when facing payroll access issues. Transfer daily attendance sheet information onto spreadsheets and verify data accuracy against Payroll timecards. Investigate discrepancies in time records by communicating with Division Chiefs, Deputy Chiefs, Fire Chief, and employees; make corrections once verified. Ensure timecards are properly coded for employees on 96/120-hour schedules and ensure accurate pay. Prepare system override batches for pay differentials for personnel riding up or down in rank. Update records for longevity and specialty pay as needed. Execute payroll runs, identify and correct discrepancies, and rerun payroll registers to confirm accuracy. Notify supervisor and Fire Chiefs upon completion of payroll processing and register confirmation. Communicate ongoing payroll issues to the Fire Chief and provide recommendations for preventing recurring errors. Create and update annual pay charts and differential charts by rank. Generate reports on payroll, overtime, and other financial metrics as requested. Process payouts and notify Human Resources when employees separate from employment with GFD. Perform additional duties as assigned EDUCATION: High school diploma or equivalent required; Associate degree or specialized training in payroll/accounting preferred. Minimum 2–3 years of payroll experience, preferably in a municipal or public safety environment. Experience with
timekeeping/payroll
systems is strongly preferred. KNOWLEDGE, SKILLS, AND ABIILITIES: Ability to read, interpret, and apply Fire Department union contracts, including provisions related to wages, overtime, specialty assignments, and leave. Strong knowledge of payroll practices, union contract provisions, and public sector pay structures. Familiarity with differential pay, specialty pay, and overtime rules specific to emergency services. Proficiency in Microsoft Excel and spreadsheet analysis. Ability to manage confidential information with discretion. Effective verbal and written communication skills.
Job Description
Division:
Finance
Reports to:
Payroll Supervisor
Status: Full-time Salary: $ 50,000
JOB DESCRIPTION: The Payroll Specialist for the City of Gary Fire Department (GFD) and EMS Division is responsible for the accurate and timely preparation, correction, and submission of payroll for all fire and EMS personnel. This position requires a thorough understanding of municipal payroll systems and union contract provisions, including differential pay structures, specialty pay, and scheduling rules. The Payroll Specialist will interpret and apply the terms of Fire Department union contracts to ensure compliance in all payroll matters and act as the primary point of contact for payroll-related inquiries. QUALIFICATIONS: Prepare payroll for the Gary Fire Department and EMS Division in accordance with the approved departmental budget. Maintain accurate service records by tracking and recording sick days, vacation days, and compensatory time earned and used. Review, interpret, and apply relevant Fire Department union contract provisions related to wages, overtime, differentials, specialty pay, and leave. Communicate regularly with Human Resources, Fire Chiefs, Payroll, and supervisory staff regarding payroll updates, personnel changes, or system issues. Resolve payroll issues by identifying incorrect codes or calculations to make necessary corrections. Act as the liaison between the payroll office and GFD/EMS personnel to address payroll inquiries, discrepancies, and concerns. Attend meetings with Payroll, Fire Chiefs, Payroll Supervisors, and other stakeholders as requested. Make manual corrections to timecards and assist employees with clocking in/out when facing payroll access issues. Transfer daily attendance sheet information onto spreadsheets and verify data accuracy against Payroll timecards. Investigate discrepancies in time records by communicating with Division Chiefs, Deputy Chiefs, Fire Chief, and employees; make corrections once verified. Ensure timecards are properly coded for employees on 96/120-hour schedules and ensure accurate pay. Prepare system override batches for pay differentials for personnel riding up or down in rank. Update records for longevity and specialty pay as needed. Execute payroll runs, identify and correct discrepancies, and rerun payroll registers to confirm accuracy. Notify supervisor and Fire Chiefs upon completion of payroll processing and register confirmation. Communicate ongoing payroll issues to the Fire Chief and provide recommendations for preventing recurring errors. Create and update annual pay charts and differential charts by rank. Generate reports on payroll, overtime, and other financial metrics as requested. Process payouts and notify Human Resources when employees separate from employment with GFD. Perform additional duties as assigned EDUCATION: High school diploma or equivalent required; Associate degree or specialized training in payroll/accounting preferred. Minimum 2–3 years of payroll experience, preferably in a municipal or public safety environment. Experience with
timekeeping/payroll
systems is strongly preferred. KNOWLEDGE, SKILLS, AND ABIILITIES: Ability to read, interpret, and apply Fire Department union contracts, including provisions related to wages, overtime, specialty assignments, and leave. Strong knowledge of payroll practices, union contract provisions, and public sector pay structures. Familiarity with differential pay, specialty pay, and overtime rules specific to emergency services. Proficiency in Microsoft Excel and spreadsheet analysis. Ability to manage confidential information with discretion. Effective verbal and written communication skills.