City of Portland - Assistant Payroll Manager

Start Date: June 23, 2025 | End Date: December 20, 2025
County: Cumberland County
Job Type: Finance
More Information: Click here

City of Portland - Assistant Payroll Manager

ASSISTANT PAYROLL MANAGER

Finance Department

The City of Portland is seeking an experienced full time Assistant Payroll Manager to join our outstanding Finance Department team. This position is responsible for providing backup to the Payroll Manager and assisting in the administration of payroll operations for 2,000+ City employees. The Assistant Payroll Manager supports all aspects of the payroll process and plays a key role in ensuring timely and accurate compensation to a diverse, unionized municipal workforce. Work involves interpretation of multiple collective bargaining agreements, coordination with City departments, and ensuring compliance with local, state, and federal payroll regulations. The position requires sound judgment, discretion, and the ability to manage sensitive information in a fast-paced municipal environment. Working for the City of Portland, you will enjoy a strong work-life balance in a supportive and collaborative environment. The position has competitive pay and one of the best benefit packages in the region. Our team values professional growth, where you'll be empowered to make an impact while having the flexibility to thrive both personally and professionally. If you're ready to take on a rewarding and highly valued role within Maine's largest municipality, we'd love to hear from you!

Duties & Responsibilities:

• Assists in preparing weekly payroll, including gathering data entry records, reviewing edit reports, calculations, payroll registers, updating final totals, third party vendor checks.

• Ensures payroll and payroll transactions are accurate, including regular pay, overtime, stipends, shift differentials, accruals, retroactive pay, and deductions (e.g. health, dental, vision, life insurance, retirement, and voluntary plans) and are in compliance with federal and state laws, City ordinances, City policies, and collective bargaining agreements (CBAs). This includes employee expense reimbursements

• Transmits Federal and State tax deposits; retirement and/or pension contributions; Flexible Spending Account deductions; and other contributions as necessary.

• Acts as backup for Payroll Manager.

• Reconciles various accounts ensuring accurate transactions.

• Assists in reconciling, preparing, and submitting various federal and state tax forms and reports.

• Assists in preparing audit schedules and collects payroll, pension, and tax data in preparation for audits.

• Sets up employee direct deposit accounts; processes Direct Deposit Returns and Reversals.

• Enters replacement pay cards; employee fitness reimbursements; Hours Type corrections; termination payouts; and various other payroll related transactions.

• Processes weekly and monthly Vendor checks/EFT and deduction registers.

• Responds to inquiries regarding pay, reporting, verifications of employment, garnishments, overpayments, etc.

• Works with department payroll staff and assists with payroll-related questions.

• Provides costing for economic proposals in the collective bargaining process.

• Performs other duties as needed or assigned.

Required Skills & Experience:

• Associate’s degree in Accounting, Finance, Business Administration, Public Administration, or related field; and/or a combination of education and experience sufficient to provide the equivalent expertise.

• Three (3) years of progressively responsible payroll experience.

• Thorough knowledge of the principles, practices and methods of accounting, and of the payroll process.

• Working knowledge and application of Federal and State laws pertaining to payroll and employment practices, including IRS rules, the FLSA, and others.

• Knowledge and experience with employee benefits.

• Experience with account reconciliation.

• Strong mathematical and analytical skills, with attention to accuracy and detail.

• Proficiency in payroll and financial software, databases, and spreadsheets.

• Ability to communicate clearly and professionally, both orally and in writing.

• Capacity to manage priorities, meet deadlines, and adapt to procedural changes.

• Ability to maintain confidentiality and handle sensitive personnel and financial data.

• Ability to develop and maintain good working relationships with staff in other departments.

Preferred Skills & Experience:

• Bachelor’s degree.

• Knowledge of union contracts, municipal policies, ordinances, and financial operations; at least two years working in a unionized public-sector or municipal environment.

• Prior experience with payroll processing using Tyler Technology’s Munis software.

• Certification such as Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC).

• Microsoft Office

• Google Suite

Expected Hours/Schedule:
General hours for this position are 8:00 a.m. - 4:30 p.m. Monday - Friday. This position is eligible for some remote work and potential alternate work hours.

Applications accepted until filled.
Offers of employment are contingent upon the completion of satisfactory criminal background and credit checks.

Salary & Benefits:

This is a non-union position (Grade C44) - Salary range of $78,302/year - $99,201/year. Additional 6% stipend is available for candidates who hold their Certified Payroll Professional certification.

The City of Portland prides itself on its outstanding benefits and collegial and mission-driven work environment.

City benefits include:

• Free employee health insurance with the completion of wellness incentives

• Thirteen paid holidays

• Sick, vacation and personal leave

• Life, dental, vision and income protection insurances

• Choice of retirement plans, including a pension plan

• Use of City recreation facilities

• Fitness Reimbursement

• Discount on professional development programs through USM and Thomas College

If you have any questions or need assistance with the application, please email Human Resources at [email protected] or call 207-874-8624.

The City of Portland believes that to do our best work, our employees need to reflect the diverse, vibrant community we serve. We are an equal opportunity employer and are committed to celebrating all dimensions of diversity in the workplace. Applicants are considered without regard to race, color, religion, gender, gender identity, gender expression, sexual orientation, national origin, age, veteran status, disability, or any other applicable legally protected characteristics. If you need to request a reasonable accommodation, please call 207-874-8624 or email [email protected].

To apply, visit: https://apptrkr.com/6315097