Payroll Associate

ABOUT US 

We are IndyGo, a Municipal Corporation of Indianapolis–Marion County, and we’re proud to be the largest public transportation provider in the state of Indiana. We operate transit routes throughout the county, providing millions of passenger trips a year. IndyGo is committed to expanding mobility options to improve connectivity with the company’s mission, vision, and goals.

WHO WE ARE 

As the largest public transportation provider in Indiana, we believe driving people from one place to another is much more than just moving riders: it’s about helping our riders reach their hopes and dreams, education and careers, families and friends, and health and well-being. IndyGo is focused on meeting three objectives as we operate nearly 30 transit routes throughout Marion County, and provide millions of passenger trips each year. They include protecting frontline workers, increasing ridership and prioritizing long-term stability. We are moving the city forward to become a better place of opportunity and community.

INDYGO MISSION

IndyGo's mission is to connect our community to economic and cultural opportunities through safe, reliable and accessible mobility experiences. Our vision is to be at the forefront of making Indianapolis a resilient, prosperous and equitable community for all.

Accountability: We are legally, ethically, and morally committed to utilizing all resources responsibly with integrity and transparency. 

Adaptability: We adapt to disruptions through technology, workforce and ridership innovations, so we can meet the evolving needs of our community. 

Workplace Culture: We offer an empowering workplace to meet the needs of our teammates and riders.

Compassion: We promote, embrace and value all individuals, treating each other with dignity and respect.

Communication: We value open and honest conversations with each other, our riders and the community.

Excellence: We are proud of who we are and the work we do and will continue to exceed customer expectations.

Responsibility: We will be good stewards of our resources.

Results: We make things better today than they were yesterday.

Safety: We ensure safe and secure environments.

BENEFITS WE OFFER 

• Voluntary medical, dental, and vision coverage (effective on the first of the month following 30 days of employment)
• On-site wellness clinic for employees and their families
• Retirement plans (401A and 457B)
• Tuition reimbursement
• Free IndyGo transportation for employees and their families
• Eligibility for the Federal Loan Forgiveness Program

POSITION PURPOSE

The Payroll Associate supports accurate, timely, and compliant processing of payroll for IndyGo employees, including reviewing time and pay data, processing transactions, administering deductions and garnishments, reconciling payroll records, and resolving employee payroll questions.

Working closely with the Manager of Payroll, Human Resources, Finance, department leaders, and IndyGo's payroll service providers, this position ensures payroll transactions comply with applicable laws, regulations, collective bargaining agreements, organizational policies, and internal controls. The role requires a high degree of accuracy, confidentiality, responsiveness, and attention to detail. This position exercises discretion and independent judgment in the day-to-day administration of payroll matters of significance.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

To perform this position successfully, an individual must be able to perform the essential functions of the job, with or without reasonable accommodation. The company will provide reasonable accommodations to qualified individuals with disabilities, consistent with applicable law.

Payroll Processing & Reconciliation

• Processes regular and off-cycle payrolls accurately and on schedule, reviewing time, pay authorizations, deductions, and adjustments for accuracy and completeness before processing.
• Coordinates with the Accounting Department on off-cycle payroll processing.
• Reviews and validates timecard information and identifies missing, incomplete, or inconsistent information requiring correction.
• Independently analyzes complex payroll issues, determines appropriate resolution strategies, and authorizes corrective payroll actions within established authority limits.
• Exercises discretion in applying IndyGo policy, tax regulations, and collective bargaining agreement provisions to non-routine payroll situations not explicitly addressed by established procedure.
• Analyzes, prepares, reviews, and enters payroll-related journal entries, along with supporting documents, into our enterprise resource planning (ERP) systems.
• Performs payroll reconciliations, reviews payroll reports, and supports payroll-related general ledger activity, month-end, year-end, and audit activities.
• Works with IndyGo's third-party payroll administrator and internal partners to resolve processing issues, and prepares reports and documentation for Finance, Human Resources, auditors, and other stakeholders.
• Leads payroll process improvement initiatives, assesses impacts of regulatory and operational changes, and develops recommendations for implementation.

Deductions, Garnishments & Transactions

• Administers payroll deductions, garnishments, levies, child support orders, and other court-ordered withholding, reviewing legal documentation and monitoring payments.
• Processes garnishment, insurance, savings plan, and related transactions in our enterprise resource planning (ERP) systems.
• Reviews employee banking, tax withholding, and related documentation for completeness, communicating with employees when corrections are needed.

Employee Support

• Serves as the primary point of contact for employees and leaders on payroll, deductions, timekeeping, direct deposit, tax forms, and garnishment matters, independently resolving the majority of inquiries and non-routine issues by interpreting applicable policy and collective bargaining provisions; escalates only legal or policy questions not addressed by existing policy or precedent to the Manager of Payroll for discussion.
• Communicates payroll requirements, deadlines, and documentation needs clearly, and partners with Human Resources and department leaders to resolve payroll and timekeeping issues.
• Handles sensitive employee and financial information with discretion and maintains strict confidentiality.

Compliance, Controls & Process Improvement

• Interprets and applies federal, state, and local payroll laws, regulations, collective bargaining agreements, and organizational policies to complex or unique situations requiring independent judgment.
• Identifies recurring errors, control gaps, or process issues and brings them to the Manager of Payroll; supports payroll tax reporting and internal/external audits as needed.
• Authority to identify and correct payroll processing errors within established internal control limits without case-by-case pre-approval.
• Recognizes, recommends, and helps implement improvements to payroll accuracy, efficiency, documentation, and system processes; participates in system testing and cross-functional projects with Finance, Human Resources, and Operations.
• Serves as a subject matter expert on payroll compliance matters and guides leaders, Human Resources, and Finance regarding payroll practices, policy application, and regulatory requirements.
• Evaluates the effectiveness of payroll controls and recommends changes to mitigate compliance, financial, and operational risk.

OTHER FUNCTIONS

• Performs other duties as assigned. 

EDUCATION AND/OR EXPERIENCE

To perform this job successfully, an individual must meet the following education and/or experience.

• Associate degree in Accounting, Finance, Business Administration, Human Resources, or a related field preferred.
• Two (2) or more years of payroll processing, payroll administration, accounting, or related experience required.
• Experience processing payroll in a complex, multi-department, unionized, public sector, transportation, or similarly regulated environment preferred.
• Experience with ADP payroll system, timekeeping, ERP, and other financial systems preferred.
• An equivalent combination of education and relevant experience may be considered.

KNOWLEDGE, SKILLS, AND ABILITIES

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily.

• Working knowledge of payroll practices, deductions, garnishments, reporting, and basic accounting principles, including applicable collective bargaining and regulatory requirements.
• Strong numerical, analytical, reconciliation, and problem-solving skills, with demonstrated accuracy handling high-volume financial and employee data.
• Proficiency with Microsoft Excel and Office; ability to learn payroll, timekeeping, ERP, and financial systems, including Microsoft Dynamics 365.
• Strong organizational skills and the ability to manage multiple deadlines within established payroll schedules.
• Clear, professional written and verbal communication skills, with a commitment to customer service and timely issue resolution.
• Sound judgment and the ability to maintain confidentiality when handling sensitive employee and financial information.
• Demonstrated ability to exercise discretion and independent judgment in interpreting and applying payroll policy, regulatory, and collective bargaining requirements to non-routine situations.

PHYSICAL DEMANDS

To perform this position successfully, an individual must be able to perform the essential physical functions of the job, with or without reasonable accommodation. The company will provide reasonable accommodations to qualified individuals with disabilities, consistent with applicable law.

• Ability to work in a deadline-driven office environment, particularly during payroll processing periods.
• Ability to remain stationary for extended periods and move throughout the workday.
• Ability to operate a computer and review detailed payroll and financial information for extended periods.
• Ability to communicate effectively in person, virtually, by telephone, and in writing.
• Regular and reliable attendance is an essential function of this position. Work is performed on-site due to operational, security, and business requirements.

IndyGo is an Equal Opportunity Employer