• Job Description

  Req#: 4947151
  The Payroll Specialist provides centralized, county-wide support for payroll transactions and inquiries across Gallatin County. This position is responsible for executing payroll transactions, ensuring timely and accurate processing, and performing payroll-related accounting and reconciliation functions.
  
  As the primary point of contact for complex payroll and time-tracking issues, the Payroll Specialist identifies inefficiencies, escalates concerns, and recommends and implements effective solutions.
  
  Working under general direction and in close collaboration with the Gallatin County Human Resources team, this role holds primary responsibility for the end-to-end management of payroll and personnel accounting functions. The position ensures accurate and compliant payroll processing for over 500 employees, elected officials, and temporary staff.
  
  In addition to payroll and compensation duties, the position supports broader HR operations such as benefits administration, budgeting, and HRIS system maintenance. It collaborates cross-functionally to ensure efficiency, consistency, and adherence to applicable laws, regulations, and County policies. This position reports to the Chief Human Resources Officer and may provide guidance to temporary personnel supporting payroll functions.
  
  The Payroll Specialist oversees day-to-day payroll operations, processes payroll transactions, and analyzes data and reporting within the ADP payroll system. The position maintains accurate fiscal records and reporting systems and contributes to the development of internal tools, workflows, and procedures to strengthen the County’s payroll and compensation functions. Additional responsibilities include creating and delivering training materials, monitoring service delivery and compliance, and identifying opportunities to streamline internal processes.
  
  PAYROLL ADMINISTRATION & COMPLIANCE
  

  • Serve as the subject matter expert for ADP payroll transactions and County payroll processes.
  • Ensure alignment with compliance requirements, federal and state regulations, and County policies.
  • Manage full-cycle, biweekly payroll for all County employees, including elected officials and temporary staff.
  • Review and audit electronic timesheets for accuracy, policy compliance, and adherence to wage laws and union agreements.
  • Oversee payroll records, including new hire setup, changes, compensation adjustments, terminations, and final pay.
  • Administer payroll deductions and benefits (e.g., health insurance, retirement, garnishments, union dues).
  • Reconcile benefit payments and submit funds via wire transfer, online portal, or check.
  • Maintain payroll documentation to comply with ACA, collective bargaining agreements, and internal policies.
  • Prepare and file quarterly and annual payroll tax reports (941s, W-2s, 1095-Cs) on schedule.
  • Conduct audits using ADP reports to ensure accuracy and compliance.
  • Follow up with employees and supervisors on timekeeping or leave tracking discrepancies.
  • Develop payroll guidelines, training materials, and communications for employees and supervisors.
  • Act as the primary point of contact for payroll inquiries and escalated issues.
  • Lead annual payroll calendar planning, including pay period setup and tax updates.

  
  HRIS ADMINISTRATION & ANALYTICS
  
  

  • Maintain and troubleshoot payroll-related HRIS functions (e.g., deduction codes, workflows, pay structures).
  • Coordinate HRIS system updates and configurations to support compliance and process improvements.

  • Analyze HRIS data to identify trends and produce ad hoc reports for leadership.

  
  BUDGETING & COMPENSATION SUPPORT
  
  

  • Partner with the Finance Department on personnel budgeting, including salary and benefits projections.
  • Prepare cost models and forecasts for union negotiations, grants, and workforce planning.
  • Support departments with compensation analysis, vacancy savings, and position control.
  • Maintain approved personnel budgets in financial systems, ensuring consistency with payroll data.

  
  PROCESS IMPROVEMENT & SPECIAL PROJECTS
  
  

  • Identify gaps in payroll processes and implement improvements for efficiency and compliance.
  • Lead or participate in special projects aligned with HR and payroll initiatives.
  • Deliver training sessions for departments on payroll tools, policies, and procedures.

  
  ADDITIONAL SUPPORT FUNCTIONS
  
  

  • Provide backup support for HR operations, including onboarding and background checks.
  • Participate in cross-training and departmental initiatives focused on continuous improvement.

  
  OTHER DUTIES AS ASSIGNED
  
  

  • Perform other duties as assigned by the supervisor, including participation in training or special projects.
  • In the event of a declared emergency (e.g., fire, flood, riot, disaster), may be required to provide essential services during response and recovery phases.

  
  
  This position requires a strong foundation in payroll administration, position budgeting, governmental accounting, benefits costing, and federal and state laws related to compensation and benefits. The incumbent must be proficient in:
  
  

  • Applying County policies, payroll guidelines, and collective bargaining agreements
  • Interpreting data and troubleshooting payroll system issues
  • Using accounting principles and specialized payroll/HRIS systems

  
  Essential soft skills include:
  
  

  • Excellent written and verbal communication
  • Professionalism, discretion, and confidentiality
  • Ability to remain composed under pressure
  • Strong customer service orientation, with a collaborative approach across departments

  
  The knowledge, skills, and abilities required for this position are typically acquired through a combination of education and experience equivalent to:
  
  

  • An associate’s degree in accounting, business administration, finance, or a closely related field
  • At least two (2) years of experience in a payroll-related role, preferably in a government or large organizational setting

  
  The ideal candidate will demonstrate:
  
  

  • Knowledge of payroll processes, accounting principles, and taxation requirements
  • Experience maintaining and auditing financial and statistical recordkeeping systems
  • Strong organizational and time management skills

  
  A combination of education and experience that provides equivalent knowledge and abilities will also be considered.

  As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.

  Please be prepared to attach the following required documents:

  • Cover Letter
  • Resume’
  • 3 Work References

  Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

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