Administrative Specialist - Payroll

This position prepares and processes Citys bi-weekly payroll; maintenance of payroll/benefit transactions and records; assists with the implementation and communication of employee benefits plans; and supports the Human Resource Division by completing other duties as assigned. The nature of this work demands a very high level of accuracy. Works under general direction of the Finance Director and under the technical direction of the HR Director (or Department).

Please note:
2026 Hiring Range: $28.71 - $31.97 per hour depending on qualifications. 2026 Pay Range: $28.71 - $34.17 per hour. *2026 Performance based pay opportunity: Up to $38.26 per hour. *The City of Brainerd utilizes a performance-based pay system as noted above. Our system provides an opportunity for additional pay steps based on merit. Contact the HR Department if you would like to learn more about our system.

• Prepares and processes the Citys bi-weekly payroll and monthly Mayor, Council and Paid-on Call Firefighter payroll including the addition of new employees and all payroll changes entered into the payroll system; maintains the confidentiality of the data and associated information.
• Reviews activity in biweekly payroll for accuracy and compliance with internal policies, labor contracts, pay schedules, legal and contractual requirements, and approved accounting standards.
• Prepares bi-weekly, monthly, quarterly and year-end payroll reports for various agencies and all supporting documentation as required including tax withholding, unemployment, W2s, Affordable Care Act required filings, and the annual PERA Exclusion Report.
• Process vendor payments and prepares data for the electronic transfer of direct deposits, federal and state tax deposits, PERA, and numerous payroll deductions; generates accounts receivable statements for applicable component units related to benefit and payroll administration.
• Assists with the annual open enrollment process; communicates to and follows up with employees to complete election process.
• Verifies proper completion of paperwork and enters employee benefit elections into payroll; scans and maintains payroll files in accordance with Citys Records Retention Policy.
• Keeps updated on payroll and HR laws by reviewing PERA, IRS and Social Security Administration bulletins and be the point person for payroll questions and/or issues.
• Maintains employee leave benefit records and accruals as assigned including compliance with FMLA and the Affordable Care Act employer directives. This includes but is not limited to tracking/monitoring employee hours and eligibility status.
• Monitors worker compensation wage loss reimbursements received and calculates employee payroll checks while on workers compensation.
• Monitors employees PERA coverage eligibility and deferred compensation programs.
• Calculates final compensation and benefit payments due to terminating employees including, but not limited to vacation, severance, compensatory time, sick leave and other compensation, as applicable.
• Prepares and maintains various schedules utilizing spreadsheet and database programs.
• Provides front counter and customer service backup coverage as needed.
• Attendance is an essential function of this position.
• Performs various tasks as assigned.

Knowledge, Skills, and Abilities

• General knowledge of applicable accounting and payroll laws, regulations, policies, practices, procedures and guides.
• General knowledge of human resources and employee benefits principles, concepts and practices.
• Accepts responsibility, takes initiative, and works independently or as part of a team to accomplish tasks, often under strict time constraints.
• Ability to think logically, understand citys policies and procedures, and an aptitude for math to provide the ability to compile, review, and tabulate financial data.
• Demonstrates strong organizational and time management skills with attention to detail. Must be able to handle multiple interruptions and adjustment of priorities throughout the day without compromising accuracy or efficiency.
• Ability to communicate courteously and tactfully, both orally and in writing, by representing the City in a positive and professional manner at all times with an internal/external customer-driven attitude; Provides friendly, courteous responses to coworkers, the public, external agencies, associates, and vendors. Remains calm and professional under difficult, sensitive, stressful / hostile situations; or when dealing with diverse individuals.
• Ability to maintain a high level of confidentiality regarding sensitive information and compliance with data practice laws.
• Ability to operate standard office equipment including, but not limited to, computer and department-required software, multi-line telephone system, and scanner/copy machine.
• Ability to create spreadsheets, compose correspondence, reports, forms and documents by typing and entering data accurately and at a reasonable rate of speed; accurately manages department files and records.
• Considerable knowledge of English vocabulary, spelling, grammar, sentence structure, punctuation and arithmetic.

Education, Experience & Special Requirements

• High school diploma or GED.
• Coursework in business, accounting, HR, Administrative Specialist or related field;
• Two years of responsible payroll, HR, and/or accounting experience. Secondary education coursework in office practices can substitute for up to one-half of the experience required.
• Equivalent combination of education and experience as determined by management.

Desired Qualifications:

• Experience and/or knowledge of Governmental Accounting; Bachelors Degree in Business, Accounting, HR or related field; experience with a computerized financial system; and knowledge of BS&A Software.

This work requires the occasional exertion of up to 25 pounds of force; work regularly requires reaching with hands and arms, frequently requires sitting, speaking or hearing and repetitive motions and occasionally requires standing, walking, using hands to finger, handle or feel and lifting; work requires close vision, distance vision, ability to adjust focus and peripheral vision; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).