Payroll Accounting Specialist

Why live in Helena, Montana?

Helena is Montana's capital city of about 75,000 people, surrounded by rolling hills and lofty mountains just below the Continental Divide, offering a quiet place to call home where small‑town living meets year‑round outdoor adventure.

Why should you keep reading and consider working here?

We know you have other work options, but we invite you to consider joining us at the State of Montana Department of Administration. As a customer service-focused organization, we provide centralized services, specialized support, and practical solutions to state agencies, boards, and commissions, as well as local governments across Montana. Our vision is to transform how government services are delivered and accessed, serving state government with effective, efficient, and customer‑driven solutions that benefit all Montanans. (You can learn more about us here.)

What is this career opportunity?

The Payroll Accounting/Compliance Specialist performs advanced payroll accounting functions to ensure the accurate reconciliation, reporting, and distribution of payroll-related funds. This position serves as the agency's primary resource for Public Employees' Retirement System (PERS) reconciliation and reporting while administering the timely remittance of employee payroll withholdings and employer contributions to retirement systems, benefit providers, government agencies, and other authorized vendors. The position performs complex reconciliations, maintains compliance with state and federal regulations, supports financial reporting and audits, and collaborates with internal and external partners to ensure the integrity of payroll accounting processes.

Responsibilities include:

Public Employee Retirement (PERS) Administration

• Serve as the agency's primary liaison for PERS payroll reporting and reconciliation.
• Reconcile retirement contributions, prepare required reports and adjustments, and resolve reporting discrepancies.
• Monitor retirement eligibility, contributions rates, membership classifications, and retirement deductions.
• Maintain supporting documentation and ensure compliance with PERS reporting requirements.
• Assist employees and coordinate with PERS representatives on retirement-related payroll questions and issues.

Payroll Liability and Vendor Remittance

• Process and reconcile payroll liabilities, employee deductions, and employer contributions for vendors, benefit providers, and government agencies.
• Verify liability balances and ensure payments are accurate, timely, and consistent with statutory and contractual requirements.
• Reconcile payroll liability accounts with payroll records, vendor invoices, and the general ledger; research and resolve discrepancies.
• Coordinate with Accounting, vendors, and state agencies to resolve payment and reporting issues.
• Maintain supporting documentation, prepare required reports, and ensure compliance with payroll deduction requirements and audit standards.

Year-End Payroll Reporting and Tax Compliance

• Complete year-end payroll closeout and reconcile payroll registers, general ledger accounts, employee wages, deductions, taxable benefits, employer contributions, and tax records.
• Prepare, review, submit, and distribute required federal and state payroll tax filings, including Forms W-2, Forms 941, and state withholding reports.
• Research and resolve payroll tax and year-end reporting discrepancies; process corrections and amended filings as needed.
• Maintain documentation and supporting reconciliations for financial reporting and internal and external audits.
• Monitor federal and state tax law and reporting changes and update payroll processes as needed.

Payroll Administration

• Process payroll transactions and adjustments that affect retirement contributions and reporting.
• Review payroll registers and retirement-eligible compensation to ensure accurate retirement deductions.

Customer Service

• Respond to employee questions regarding retirement eligibility, deductions, contribution history, and payroll adjustments.
• Work collaboratively with Human Resources, Finance, and agency management to resolve payroll and retirement issues.

Systems and Process Improvement

• Maintain payroll and retirement reporting systems and related procedures.
• Identify process improvements, support system testing, and strengthen internal controls for payroll and retirement reconciliation.

Other Duties

• Crosstrain in payroll operations to provide backup support.
• Assist with special payroll, retirement, and financial projects; perform other related duties as assigned.

Education and Experience:

• Associate's degree in accounting, finance, business administration, or a related field.

• Three (3) or more years of progressively responsible payroll, accounting, or retirement administration experience.

• Alternative combinations of relevant education and experience may be considered on a case-by-case basis.

Preferred experience:

• Experience reconciling retirement or pension contributions is highly preferred.
• Experience with state government payroll systems and PERS reporting is preferred.

What are we looking for?

To thrive in this role from day one, you should demonstrate the following knowledge, skills, and abilities:

Knowledge

• Payroll accounting principles.
• Public Employees' Retirement System (PERS) reporting requirements and contribution processes.
• Payroll reconciliation techniques.
• State and federal payroll laws and regulations.
• Internal controls and auditing practices.
• Microsoft Excel, including advanced reconciliation functions.

Skills and Abilities

• Strong analytical and reconciliation skills.
• Exceptional attention to detail and accuracy.
• Ability to identify, research, and resolve complex discrepancies.
• Ability to interpret retirement regulations, payroll policies, and state laws.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to maintain strict confidentiality.
• Ability to work independently while managing multiple deadlines.

Does this sound like you?

Please tell us how and why by submitting your resume, cover letter, and three professional business references. (Please Note: You do not need to complete the "work experience" or the "education & certifications" portion of the application process in our recruiting system. You only need to upload the requested documentation.)

What can you expect from us in return for your hard work?

Look here to see the additional benefits! They include:

ü Work/life Balance

ü Health Coverage

ü Retirement plans

ü Paid Vacation and Sick Leave and Holidays

ü And more…

Ø Public Service Loan Forgiveness (PSLF) - Employment with the State of Montana may qualify you to receive student loan forgiveness under the PSLF. Look here to learn more and see if you may qualify!

Other important information to be aware of.

• This position requires successful completion of a criminal background check.

• Only online applications are accepted. By applying online, you are able to receive updates and monitor the status of your application.

• The Department of Administration participates in E-Verify to confirm employment eligibility. After accepting a job offer and completing form I-9, your information will be submitted to the Department of Homeland Security and Social Security Administration for verification. For more information about E-Verify, please visit the E-Verify website found here, https://www.e-verify.gov/.