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Payroll Specialist

Douglas County Libraries

Castle Rock

Application Deadline

Open Until Filled


$27.23 to $32.68 per Hour   Calculate


Castle Rock, CO




Not Required

Minimum Education

Bachelor's Degree

Library Experience

Not Required

Supervisory Experience

Not Required

Type of Library


This job is more than 3 weeks old or the application deadline has passed.

Job Description

The Payroll Specialist administers processing of Douglas County Libraries’ (DCL) payroll, ensuring pay is processed on time, accurately, and in compliance with government regulations. This position analyzes payroll and employee expenses, assures general ledger accounts are reconciled; creates on-going month-end, quarterly, and year-end organization reports; and serves as the system administrator for Tallie, our expense tracking software. The Payroll Specialist must effectively communicate with all levels of the organization and deliver premium customer service. This position will supports accounting operations and finance administrative needs, and serve as the formal accounts payable back-up. Additionally, this role assists the Accounting Operations Manager during the year-end audit and the Annual Report creation process.

Essential Duties and Responsibilities:

50% Payroll

  • Implements, maintains, and reviews payroll processing systems to ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions.
  • Reviews and processes payroll adjustments, including PTO, Extended Illness, and other time off.
  • Audits payroll information for accuracy, and prepares journal entries to record bi-weekly payroll.
  • Reconciles payroll deposits, tax withholdings, wage garnishments, and voluntary deductions.
  • Performs actions necessary to track and determine regular and overtime pay.
  • Reconciles errors and maintains accurate payroll records.
  • Generates accrual entries, as required.
  • Fields and responds to payroll inquires and resolves discrepancies as required in collaboration with Human Resources.
  • Ensures compliance with federal, state, and local payroll, wage, and hour laws and best practices.
  • Prepares accounts payable requests as necessary.
  • Develops and maintains recurring and ad-hoc reporting for “budget vs. actual" analyses of personnel costs.
  • Calculates and processes federal and state tax and PERA withholdings and other deductions, insurance, and benefits.
  • Supports PERA Member programs, including PERA retirement contribution reporting 401(k)/457 plans and PERA life.
  • Serves as the Finance Department’s Colorado PERA expert.

20% Expense Reimbursement

  • Adds, removes and updates employees in Tallie as necessary.
  • Reconciles between Intacct and Tallie to ensure any internal changes are captured properly.
  • Responds timely to any expense reimbursement approval issue, export issues, mobile app questions.
  • Maintains and updates online training for any updates made to the expense reimbursement process and / or Tallie.
  • Maintains rates and per diem expense codes in system, updating as necessary.

20% Accounting Operations

  • Demonstrates a working knowledge of basic accounting processes and procedures, and basic internal controls.
  • Prepares annual computations for all payroll-related disclosures (including PERA), in the Annual Report.
  • Assists in updating notes to financial statements of the Annual Report.
  • Calculates compensated absences for year-end true-up.
  • Develops formal processes to produce new and existing reports.
  • Validates and uploads invoice information from our Integrated Library System (Horizon); updates and maintains vendor information to reconcile between Horizon and Sage Intacct.
  • Serves as backup to the Accountant for A/P: processes invoices from arrival to payment, and records revenue.
  • Assists Accounting Operations Manager during the external audit by collecting requested information.
  • Supports continuous internal customer training on Sage Intacct.

10 % Administrative

  • Builds excellent relationships, and provides exceptional customer service to internal and external customers.
  • Ability to quickly become proficient in new finance and accounting software.
  • Performs analytical procedures when reconciling account balances, proactively obtains missing information and/or verification of unusual data.
  • Provides checks and balances using strong critical thinking and evaluation.
  • Improves processes to provide timely, accurate, and efficient information.
  • Manages multiple projects and duties simultaneously to meet strict deadlines in a high-volume environment.
  • Engages in the DCL performance feedback system and completes the expectations outlined by your supervisor and department/division.

Performs other duties as assigned.

One DCL Commitment: It is an expectation of each employee that you will live and exemplify Douglas County Libraries Brand, Culture and Values of welcoming to all, continual growth and authentic relationships.



  • Bachelor’s degree
  • At least three years of payroll processing experience
  • Experience with payroll systems
  • Strong Excel skills


  • Certified Payroll Professional (CPP) designation
  • Paylocity experience
  • Pension Plan experience
  • Sage Intacct experience

A combination of experience and education will be considered.

Physical Requirements: Must have a reliable method of transportation between all DCL locations. Must have the physical ability, stamina, mobility and manual dexterity to support a 7-day a week operation. Work at computer stations for extended periods. Participate in meetings and events at various locations and at varied times throughout the day. Ability to read as small as 8pt font. 

Benefits & Additional Compensation Info

Douglas County Libraries (DCL) is a Colorado PERA Member Employer, so you will be enrolled in Colorado PERA. For details on member benefits go to www.copera.org Elective DCL benefits include: 

  • Health Care Plans: medical,  dental & vision
  • Voluntary Plans: Accident,  Critical Illness, Short Term, and Long Term Insurance
  • Life and Accidental Death & Dismemberment coverage
  • 401k & 457 plans (through   CO PERA)
  • Legal-ID Shield

Additional DCL benefits include:

  • Holiday Pay
  • Paid Time Off
  • Extended Illness time off
  • Leaves of Absence for      Qualifying Events

*Benefits are subject to change

Posted May 25, 2023