Accounts Payable / Payroll Administrator

The above statements are intended to describe the general nature and level of work. They are not intended to be an exhaustive list of requirements, duties and responsibilities. Gilpin County provides reasonable job-related accommodations for disabled persons. Must pass drug screen and pre-employment screening.  

*Part-time and Temporary staff are ineligible for the following benefits: medical, dental, vision, 401A, Life Insurance, Short-term & Long-term Disability plans in additional to Long-term care. See the benefit details at the end of the job posting for part-time options.

Benefits for Full Time Employees:

Paid Holidays: Gilpin County provides 13 paid holidays per calendar year. An employee will be paid ten (10) hours per holiday.

Vacation: The first year of employment, (based on the anniversary of the hire date) full-time employees are given 40 hours of vacation and earn 3 hours of paid vacation leave bi-weekly. After that time, leave shall accrue as follows:

Full-Time employees are encouraged to take their earned vacation leave each year. Vacation time accrual shall cap at the maximum amount and shall not exceed the maximum accrual amount, based on total months of service. 

Sick Leave: Full-Time employees shall accrue four (4) hours of sick leave each bi-weekly pay period. The maximum sick leave that may be accumulated by such an employee is 600 hours.

Medical Plans: Gilpin County offers two medical plans with Kaiser and United Health Care. Gilpin County offers a Health Reimbursement Account (HRA) for all employees to cover co-pays, deductibles, and other medical expenses. Employees are eligible for benefits the first of the month following 30 days of service. This HRA card will have $3,000.00 on it for an individual or $6,000.00 for a family. Both plans have a max out of pocket for $1,000 individual or $2,000 per family after the use of the HRA card for in network expenses.

United Health Care Monthly Employee Cost:
Employee Only/Employee and Spouse/Employee and Child(ren)/Employee and Family
$80.85/$167.72/$149.40/$234.30

Kaiser Permanente Monthly Employee Cost:
Employee Only/Employee and Spouse/Employee and Child(ren)/Employee and Family
$72.60/$152.62/$134.47/$210.90

Dental Plan: Gilpin County offers dental coverage through Delta Dental with PPO and Premiere network coverages. Individual deductible at $50 and family deductible at $150. In network coverage for preventative and diagnostic services are covered 100%, basic services covered at 80%, major services at 50%, and ortho covered at 50% with a $2,000 max. The plan offers a “Right Start 4 Kids” plan that covers most children basic services up to their 13th birthday at 100% with no deductible (some exclusions apply). Annual max this plan pays for covered dental services is $2,000 per individual covered on the plan.

Delta Dental Monthly Employee Costs:
Employee Only/Employee and Spouse/Employee and Child(ren)/Employee and Family
$0.00/$28.71/$54.00/$72.50

Vision Plan: Gilpin County offers vision coverage through VSP. In network coverage includes copays at $10 copays with an allowance of $175 per pair of either one prescription eyeglasses or contacts yearly on a 12-month calendar basis and discounts on Lasik.

VSP Vision Monthly Employee Costs:
Employee Only/Employee and Spouse/Employee and Child(ren)/Employee and Family
$0.00/$3.20/$3.40/$5.60

Retirement: Two retirement savings plans are available through the Colorado Retirement Association: 401(a) and 457 Deferred Compensation Plans

·        The 401(a) has a 5% required full match with a 4-year vesting period.

·        The 457 Plan is optional and has Pre-tax and Roth Options available. After four years of service, this plan could also include a County match as described below.

Social Security, as required by law: 6.2% required full match.

Effective July 8, 2025, for all new employees hired on or after this date, the graduated vesting schedule for the 5% match on employees’ 401(a) plan is as follows:

Starting January 1, 2026, two new voluntary retirement plan matches will be initiated, with one plan for POST (law enforcement officers) and a second for all other employees, based on years of service. The employee would need to make voluntary contributions into a 457 account at the minimum level in order to be eligible for the County match into the employee’s 401(a).

POST 401(a) eligible positions, 1:1 match

All other 401(a) eligible positions, 1:2 match

Short-Term Disability: Short-term disability pays 60% of your earnings with a max of $1,000 per week for up to 11 weeks. Benefits begin on day 15 and your first two weeks you will have to cover with sick, personal, or vacation time. Gilpin County covers 100% of the premium cost of this plan for the employee.
Long-Term Disability: Long-term disability kicks in after 90 consecutive calendar days of a qualified disability. The plan will pay 60% of your earnings with a max of $5,000 monthly. Gilpin County covers 100% of the premium cost of this plan for the employee.

Employee Assistance Program (EAP): EAP is provided through Triad All one Health for employees and members of your household. Services are confidential and available 24/7. A wide variety of services including but not limited to: Emotion well-being support with up to 6 Counseling sessions per issue each year. Daily life assistance guidance on a variety of topics. Online resources with articles, assessments, search tools, webinars. Free 30-minute consultations on legal services and financial services. A discount center to find deals on products, services, travel and more!

Gilpin County Parks & Recreation:  Employees receive free memberships, as well as 20% discounts on most services such as childcare, leagues, rentals, in house classes but does not include contract classes.

Benefits for Part Time and Temporary Employees:

Sick Leave: Leave accrues at the rate of 1 hours of sick leave per 30 hours worked to a maximum of 45 hours per year.
Retirement: As a part time or temporary employee, you may participate in the optional 457b or 457 Roth plan. These plans may be started, stopped, and changed anytime during your employment.

Employee Assistance Program (EAP): EAP is provided through Triad All One Health for employees and members of your household. Services are confidential and available 24/7. A wide variety of services including but not limited to: Emotion well-being support with up to 6 Counseling sessions per issue each year. Daily life assistance guidance on a variety of topics. Online resources with articles, assessments, search tools, webinars. Free 30-minute consultations on legal services and financial services. A discount center to find deals on products, services, travel and more!

Retirement: Gilpin County offers optional 457b or 457 Roth plans. The optional 457b plans may be started, stopped, and changed anytime during your employment

Gilpin County Parks & Recreation:  Employees receive free membership, as well as 20% discounts on most services such as childcare, leagues, rentals, in house classes but does not include contract classes.

Job Title:  Accounts Payable / Payroll Administrator

Department: Finance

Immediate Supervisor: Finance Director

Supervises: None

Pay Grade: NE9 - $24.79  - $32.21 

Hiring Range: $24.79 – $28.49 per hour

Status: Full-Time

Classification: Non-Exempt

Primary Place of Work: Apex Building / 495 Apex Valley Road Black Hawk, CO 80422

JOB DESCRIPTION:

Primary Responsibility: The Payroll/Accounts Payable Administrator plays a critical role in ensuring the accuracy and integrity of the organization’s financial operations. This position requires strong attention to detail, a high degree of accuracy, and a commitment to maintaining strict confidentiality. The duties outlined below represent the core responsibilities of the role; however, additional tasks may be assigned as needed to support the organization’s financial and administrative functions.

Duties:

The duties listed below are representative of, but do not necessarily include, all the duties and responsibilities that an individual in this position may be called upon to perform.

•  Process payroll on a modern payroll system
• Ensure that all local, state and federal rules are followed
• Interacts with vendors and county employees for information and problem resolution.
• Create and provide training for county employees on payroll and timekeeping matters
• Payroll system subject matter expert: troubleshoot/solve issues related to the platform, and customize it as needed for various roles/departments
• Maintain a Payroll Process Guide, draft payroll and timekeeping policies, and improve the payroll platform
• Work with HR to ensure there are no gaps within the payroll process
•  Provide backup to staff accountant as needed with simple reports or journal entries
• Processes invoices and other claims for payment generated by county employees and elected officials in an accurate and timely manner; checks, vouchers and expense reports for proper approvals, calculations, coding and support by third party documentation.
• Trains employees on usage of the Accounts Payable system, new vendor set-up requirements.
• Administers county p-card program, processes county p-card.
• Obtains vendor information prior to establishing vendors in payable system, including W- 9 information.
• Interacts with vendors, county employees, and elected officials for information and problem resolution regarding vendor accounts by answering questions relating to finance procedures and services
• Reconciles Accounts Payable, Payroll and Over the Counter checks, ach medical claims that have cleared monthly, along with applicable journal entries. Maintains and verifies coding quarterly and annually. Provides requested reporting.
• Submits monthly disbursement for publication per state statute. Processes 1099 including all required annual reporting with the help of Staff Accountant and Finance Director as needed.
• Conducts Petty Cash Audit, semi-annually.
• Provides cross-training and knowledge transfer to staff as needed to support continuity of operations and government services.
• Exercises sound judgment in handling confidential and sensitive information, ensuring appropriate disclosure only to authorized individuals and entities.
• Assists in stabilizing emergent or unforeseen operational situations to ensure continuity of services and effective organizational response.
• Adheres to all County policies, procedures, regulations, and applicable laws.
• Performs other duties and special assignments as assigned. 

Minimum job requirements:

• Payroll and Accounts Payable experience preferred.
• Valid Colorado Driver’s license (or the ability to receive one within 6-months of employment) with a safe driving record
• Must possess FEMA IS100 and IS700a within six months of employment. (Training provided after hired)

OR

•          Any combination of experience and education that would provide the required abilities, knowledge and skills as determined by Gilpin County may be substituted for the requirements above

         Ability to:

•            Establish and maintain courteous and effective working relationships with employees, the public and other agencies
•       Coordinate projects necessary to the accomplishment of goals and objectives
•       Work efficiently and effectively as a team member within the department and other departments
•       Exercise independent judgement
•       Organize work, set priorities, meet critical deadlines, and follow up on assignments with minimum direction

Qualifications (Knowledge, Skills and Abilities)
Experience and Work Ethic:

1. Superior proficiency in the use of English for written and verbal communication skills in dealing with the County Manager, peers, contractors, subordinates and the public including the ability to read, understand, and explain County policies and ordinances’ relative to the position
2. Exceptional problem-solving and conflict resolution skills
3. Ability to exercise professional judgment and organization skills
4. Creativity and ability to remain flexible in a changing environment while meeting required deadlines
5. High degree of ethics and integrity
6. Interest in ensuring County codes are adhered to regardless of personal feelings or relationship associated with individual matters
7. Experience in effectively using computer hardware, peripherals, and standard computers software programs. Willing to learn new duties and technologyrelated
   skills as required and/or needed

Civic Minded

1. Must possess strong community interest, while understanding the County government organization, function, policy rules and regulations 
2. Ability to work effectively both independently and as a team member.
3. Ability to be innovative and creative in management of financial resources in anoften changing and challenging environment
4. Attends and actively participates in meetings, while using good judgment when necessary Applicate Federal, State and local laws, codes and regulations.
5. Ability to present professionally to large and small groups publicly, while representing the interests of the County
6. Ability to review and evaluate operating procedures and recommend improvements
7. Use of professional and personal discretion to protect the County from any actual and/or perceived appearances of impropriety
8. Applicate Federal, State and local laws, codes and regulations

Personal Responsiveness:

1. Ability to establish and maintain effective working relationships with co-workers, elected and appointed officials, businesses, the general public and with the ability to
   communicate effectively.
2. Self-directed and self-motivated in job-related tasks.
3. Commitment that employment with the County is primary to all other forms of employment.
4. Be punctual and prompt for work and meetings.
5. Locate, organize, and retrieve department records and files in a timely fashion.
6. Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Knowledge of:

1. Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and supervision of staff.
2. Organizational and management practices as applied to the analysis and evaluation of projects, programs, policies, procedures, and operational needs.
3. Applicable Federal, State, and local laws, codes, and regulations.
4. Principles and practices of employee supervision, including work planning, assignment, review and evaluation, mentoring and training of staff.

Mental/Physical Demands:

• Perform a wide variety of physical tasks such as bending, stooping, standing, walking at an incline or on level surfaces, and climbing stairs
• Clearly written communication