Assistant Manager, Payroll

Salary: See Position Description

Location : Suite 700, OR

Job Type: Non-Union Regular Full-Time

Job Number: 24-00166

Department: Finance (Non Union)

Opening Date: 08/23/2024

Closing Date: Continuous

Description

Do you have experience with in-house payroll processing? Are you a strong leader, team oriented with a passion for process improvement? If so, then our Assistant Manager, Payroll may be a great fit for you!

The Assistant Manager, Payroll position within TriMet's Financial Services department is focused on leading our payroll team, managing in-house payroll processing, addressing workflow hurdles, implementing payroll rules and requirements as well as union contract language as it impacts payroll. This position will supervise 7 full-time union employees and work closely with the Payroll Manager. This position is an integral management member that has visibility across the District. Come join our team and start making a difference with your career!

The Assistant Manager, Payroll works to develop and supervise payroll activities, operations, processes and procedures for all aspects of payroll processing in the Oracle financial system as well as Kronos, PTAM's and the Extraboard timekeeping systems. This is done while ensuring compliance with payroll procedures and internal controls.

The Assistant Manager supervises three Payroll Clerks and the Operations Timekeeper. They prepare federal, state and local quarterly payroll tax filings, workers compensation reporting, Paid Leave Oregon, and other local and state reporting requirements for the District. The Assistant Manager, Payroll works to collaborate with Human Resources and Labor Relations in connection with non-union and union matters as they relate to payroll.

This position requires a minimum of three (3) days in-person per week.

Ensure a commitment to safety through consistent and professional behaviors in performance of job requirements that demonstrate safety is a fundamental value that guides all aspects of our work. Perform related duties as required.

Serve as a good steward of TriMet by regularly utilizing our transit system to maintain a strong and current understanding of customers' experiences and of TriMet's product and service offerings.

Forbes Magazine recently ranked TriMet as one of the top five places to work in Oregon! TriMet is ranked the number one Oregon-based employer in the state, as well as the top "Transportation and Logistics" employer in the state.
Essential Functions

1. Supervise payroll staff responsible for processing, updating and recording payroll transactions. Monitor staff performance and provide feedback. Responsible for providing first line supervision to Payroll staff in relation to day-to-day processing, training, developing procedures and resolving policy issues and payroll questions.
2. Ensures that any payroll related information interfacing into the payroll system (from Human Resources, Benefits/Pensions and/or timekeeping systems) are accurate; Verifies the accuracy and timeliness of all tax liability payments to Federal, State and local agencies, payments to retirement systems, and all other payroll deduction payments.
3. Assists with system upgrades impacting Payroll processes. Collaborate and work with IT and the Oracle Application Development team on payroll system upgrades. Tests or verifies all upgrades/changes made to the payroll system programs. Research new tax regulations and implement necessary changes to the payroll systems and processes.
4. Oversee payroll processes in accordance with generally accepted accounting principles, government standards, FTA regulations and District policy. Responsible for resolution of issues and interpretation of requirements regarding District contracts, rules and policies. Requirements include initiating the necessary interdepartmental meetings and communications to ensure that payroll issues are addressed in a timely manner. Participate, administer and/or resolve union grievances.
5. Establish financial controls and payroll procedures necessary to ensure safe, accurate and timely processing of District payrolls. Direct staff in the development of payroll systems, policies and processes to improve internal controls and information. Implement best practices as it relates to the payroll and timekeeping systems and functions.
6. Responds to requests for payroll data in in connection with the annual external financial audit and other audit requests for payroll data (workers compensation, etc).
7. Supports and responds to Human Resources & Labor Relations requests for payroll information and related payroll data as it relates to updates/changes to human resources personnel policies for non-union employees and contract agreements/negotiations for union employees.

Position Requirements

A Bachelor's Degree in Business Administration or a related field is preferred.

A minimum of four (4) years of experience are required. *

Four (4) years of progressively responsible payroll experience are required.

One (1) year of supervisory payroll experience, including full-cycle payroll reporting through year-end, is required.

Two (2) years of transit or governmental payroll experience are preferred.

Or any equivalent combination of experience and training.

*The amount of credit a candidate receives for prior years of experience is based on the relevancy of that experience to the required or preferred prerequisites of the job description. Experience is prorated based on hours worked. LRHR assigns and validates the "credited experience".
Selection Criteria

Type of Position / Grade / FLSA
Grade 14, Exempt, Non-Union, Full-Time.

Salary Range
Minimum: $83,587.00
Maximum: $125,382.00

Salary offers will be determined by a candidate's education, training and relevant experience. Any final offer of employment will fall within the range stated above. For transparency, we choose to list the full available grade range, however, TriMet's salary administration process will ultimately determine the final salary offered.

Selection Process

Candidates will be selected based at a minimum on the result of:
1. Application Review (please include: Cover Letter and Resume)
2. Panel Interviews
3. Reference Check

Supplemental Information
Make sure you describe in detail how your education, training and work experience fit with this role. You are encouraged to attach a resume, cover letter, training certificates and/or letters of recommendation with your application. You are permitted five attachments of less than 5MB each.

Internal applicants: Information in your personnel file will not be used in lieu of information requested on your application. Incomplete applications will not be considered.

If you are a qualified veteran and would like to apply for veterans' preference points, you will need to reflect your status on the application and attach supporting documentation at the time of application submission.

If you need accommodation under the Americans with Disabilities Act for any part of the application process, contact our Human Resources staff at 503-962-7505, or the TTY line at 7-1-1. Note that we require a minimum of two workdays' notice prior to the need for accommodation.

TriMet is an equal opportunity employer, committed to developing an organization that is reflective of and sensitive to the needs of the diverse community we serve, including veterans, the elderly, and individuals with disabilities.
ADA Statement
As applied to the workplace, applicants and employees must be qualified to perform the essential functions of the job with or without reasonable accommodation. Essential functions may include required job functions performed infrequently as well as production standards related to the quality and quantity of work.

If a person with a disability could meet job qualifications with a reasonable accommodation, TriMet will work with the employee to accommodate the need. If TriMet's accommodation is effective in allowing the employee to perform the essential functions of the job, it need not be the employee's preferred accommodation.

Regular Full-Time or Limited Term Full-Time
Non-Union Employee Benefits

A regular full-time, non-union employee is an employee who works a minimum of 30 hours per week. A limited term, full-time employee must be hired for six or more months, have a predetermined ending date, and work a minimum of 30 hours per week.

Medical Plan Options

• Regence Non-Union PPO 80/20 - Deductible: $300 Individual/$900 Family; Office Visit: 20%, after deductible; Out-of-Pocket Max: $2,300 Individual/$6,900 Family; Prescription Drugs: $10 Generic/$25 or 20% Formulary/50% Non-formulary. Benefits listed are for in-network, preferred providers.
• Regence Non-Union Health Savings Account (HSA) - Deductible: $1,650 Individual/$3,300 Family; Office Visit: 20%, after deductible; Out-of-Pocket Max: $5,000 Individual/$10,000 Family; Prescription Drugs: 20%, after deductible. Benefits listed are for in-network, preferred providers.
• Kaiser Permanente EPO - No deductible; Office Visit: $10 copay; Out-of-Pocket Max: $600 Individual/$1,200 Family; Prescription Drugs: $10 copay.

All medical plans include prescription drug and vision coverage.

Dental Plan Options

• Delta Dental of Oregon, provided by Moda - Preventive Services paid at: 100%; Basic Services paid at: 80%; Major Services paid at: 50%; $2,000 max benefit per person/year; Orthodontia paid at: 50% to $3,000 lifetime max/person.
• Kaiser Dental - $10 Copay; Preventive Services paid at: 100%; Basic Services paid at: 80%; Major Services paid at: 50%; $2,000 max benefit per person/year; Orthodontia paid at: 50% to $3,000 lifetime max/person.

Coverage Effective Date - Medical and dental insurance is effective first of the month following date of hire.

Waive Medical and Dental Coverage - TriMet non-union, exempt employees who waive their medical and dental coverage through TriMet and provide proof of coverage outside of TriMet, will receive $250 per month as taxable income.

Medical and Dental Rates - Non-union employees working 30+ hours/week pay 6% of the total monthly premium for medical and dental. Non-union employees working 20-29 hours/week pay 25% of the total monthly premium.

Medical and Dental Rates - Non-union employees working 30+ hours/week pay 6% of the total monthly premium for medical and dental. The rates below reflect the employee's portion of the monthly premium.

Rates effective January 1, 2025
Regence Non-Union 80/20 PPO
Employee: $ 45.54
Employee & Spouse: $ 109.78
Employee & Child(ren): $ 91.48
Employee & Family: $ 146.36

Regence Non-Union HSA
Employee: $ 45.54
Employee & Spouse: $ 95.62
Employee & Child(ren): $ 79.68
Employee & Family: $ 127.50

Non-Union HSA Employer Monthly Contribution
Employee: $ 62.50
Employee & Spouse: $125.00
Employee & Child(ren): $125.00
Employee & Family: $125.00

Kaiser Permanente EPO
Employee: $ 48.76
Employee & Spouse: $ 97.54
Employee & Child(ren): $ 87.78
Employee & Family: $ 146.30

Delta Dental of Oregon
Employee: $ 4.26
Employee & Spouse: $ 8.04
Employee & Child(ren): $ 8.10
Employee & Family: $ 12.16

Kaiser Dental
Employee: $ 3.94
Employee & Spouse: $ 7.44
Employee & Child(ren): $ 7.48
Employee & Family: $ 11.22

Employee Assistance Program (EAP)
TriMet employees have access to the EAP through Canopy. The EAP is a free, confidential resource available to help employees (and their household members) with life's everyday issues. It also provides many other services including, but not limited to: counseling sessions, webinars, financial coaching, home ownership program, and online access to a wealth of information and resources.

Wellness Program
TriMet supports health and wellness through our Wellness Matters Program. Annual wellness offerings include Flu and COVID shot clinics. Omada Healthy Lifestyle Support Program focused on the prevention and management of diabetes and hypertension. Sword, a digital physical therapy program to treat back, joint, and muscle pain from the comfort of your home for employees and dependents who are enrolled in a TriMet medical plan.

Flexible Spending Accounts

• Health Care Spending Account - Allows employees to set aside pre-tax dollars to pay for medical, vision, and dental expenses not covered by their health plan.
• Dependent Care Spending Account - Allows employees to set aside pre-tax dollars to pay for dependent care expenses.
• Limited Flexible Spending Account - Allows employees enrolled in the Regence HSA plan to set aside pre-tax dollars to pay for vision and dental expenses not covered by their health plan.

Childcare Reimbursement Account

• TriMet will contribute up to $150 to a Childcare Reimbursement Account every month for employees who contribute a minimum of $25 per paycheck into a Dependent Care FSA and are employed with TriMet for six continuous months or more. This contribution is for qualified childcare expenses incurred in the month contributed.

Long-Term Disability Insurance
Available to eligible, non-union employees working at least 20 hours/week, 90-day waiting period, pays 60% of the employee's salary to a maximum of $10,000/month.

Life and Accidental Death & Dismemberment (AD&D) Insurance
Basic Life and Accidental Death & Dismemberment (AD&D) Insurance - TriMet provides Basic Life and AD&D Insurance to assist employees and their families in the event of death or dismemberment.
Benefit Amount: 1x annual earnings, $150,000 max

Voluntary Life and AD&D Insurance - Employees may purchase additional life and AD&D insurance for themselves, spouse/domestic partner, and their child(ren). Employees pay the full cost for this insurance and must elect coverage for themselves in order to elect coverage for their dependents.

Employees may purchase one or more of the following voluntary coverages:

Voluntary Life and AD&D Insurance - Employees may purchase additional life and AD&D insurance for themselves, spouse/domestic partner, and their child(ren). Employees pay the full cost for this insurance and must elect coverage for themselves in order to elect coverage for their dependents.
Hospital Indemnity insurance helps keep your finances on track when you are in the hospital. It pays you or a covered family member directly and you can use it to help cover costs such as copays, deductibles and living expenses.
Critical Illness insurance can help with costs from a serious illness that your medical insurance does not cover. It pays you or a covered family member a lump sum to use toward expenses like deductibles, groceries or childcare during recovery.
Accident insurance can help with costs that medical insurance does not cover if you are hurt in an accident. It pays you or a covered family member directly and you can use it toward your deductible, copay or daily expenses during recovery.

Pension
Defined Contribution Plan 401(a)
TriMet provides a defined contribution pension plan to non-union employees. TriMet matches the equivalent of 10 percent of a non-union employee's base pay into an investment account each pay period. The employee also has the option of contributing up to 15 percent of his/her base pay pre-tax to the account each pay period. The employee directs the investment of the employee's individual account. The employee is vested in the account after three years of service.

Deferred Compensation Plan 457
A Deferred Compensation Plan Section 457 (a plan for public employees) allows the employee to build retirement savings with pre-tax dollars to supplement pension, Social Security and private investment.

Sick Leave
Employees receive 12 sick days of leave for a total of 96 hours (8 hours x 12 days) each January 1. Unused sick leave can be carried over to a maximum of 1,700 hours (212.5 days). Employees hired mid-year receive a prorated amount of sick leave for the first year hired. Upon separation, 60% of accrued sick leave is deposited into your 401(a) account up to a maximum of 1,700 hours.

Holidays
Non-Union employees have one day off with pay on each of the following holidays: New Year's Day, Martin Luther King Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving, the day following Thanksgiving, and Christmas.

Personal Days
Each regular non-union employee is allotted six (6) personal days with pay to be used within the calendar year. Employees hired mid-year receive a prorated amount of personal day for the first year hired.

Vacations
Employees accrue vacation eligibility for each continuous full year of service effective on the date of hire anniversary. For employee hired on or after November 15, 2012, the following schedule will apply:

Years of Service Weeks of Vacation
Upon employment* 3 weeks
After 3 years 4 weeks
After 8 years 5 weeks

*During the first year of employment with TriMet if employment is terminated the three weeks of vacation are not eligible for payout. Other than during the first year of employment, if employment is terminated, both the employee's banked vacation, and the vacation that has accrued ratably since the employee's last date of hire anniversary is eligible for payout in accordance with this policy.

Free Transit Pass
All active employees, their spouses/domestic partners, and eligible* dependents are eligible for a photo identification badge, which is honored as a bus/MAX pass on all lines of the District.
*Child dependents are eligible for a free transit pass up to age 19, or age 24 if living at home and attending school full-time.

Employee Learning and Development
TriMet provides a range of classes, including instructor-led classes (ILT), virtual instructor-led (VILT) classes, and eLearnings for all employees, including online learning with 1000s of available modules. Instructors include external facilitators who are leaders in their field and internal subject matter experts. In addition to classes, Our Learning Program provides support services and leadership development offerings. Classes are free for employees!

Tuition Reimbursement
TriMet encourages employees to further their knowledge, skills, and job effectiveness through higher education in degree programs or through individual coursework from an educational institution reasonably related to the District's business and/or the employee's job. TriMet will reimburse 90 percent of tuition, books, and fees required for eligible coursework, up to a maximum of $5,250 each year, following satisfactory completion of coursework. Reimbursement is subject to TriMet's available funding of the program.

Employee Recognition
TriMet's goal is to provide a culture of appreciation, one where recognizing employees' contributions are routinely acknowledged, both formally and informally. Our programs and appreciation align with agency performance goals and celebrate milestones and successes. We offer social media-style communication tools to celebrate employee milestones, numerous events during the course of the year, and special appreciation for all of our front-line workforce!

Frequent Flyer Mileage
Frequent flyer miles (miles flown on business or resulting from a business expense) may be applied to personal frequent flyer miles.

TEI Membership
TriMet's corporate fitness center (TEI) is available to employees, and their spouse or eligible domestic partner, at five locations. Membership dues are only $13.00 per month for TriMet employees and an additional $6.00 per month for a spouse or eligible domestic partner.

NOTICE: The information contained in this document is intended solely to provide general information regarding the benefits offered by TriMet. This information is subject to change at any time.
Revised: 11/12/2024

01

TriMet runs bi-weekly in-house payroll using three time-keeping systems that transfer into Oracle for final payroll processing. Describe your experience with payroll processing - in-house or outsourced. What was your role with payroll processing and what ERP or systems have you worked with?

02

The Assistant Manager, Payroll will be a key resource to Labor Relations & Human Resources in regards to union contract negotiations. Describe your experience working with union contracts and managing union employees.

Required Question

Location: Oregon City, OR, US

Posted Date: 11/22/2024