Payroll Coordinator

JOB SUMMARY

The Payroll Coordinator administers accurate and timely payroll for City employees. The position reviews time and pay data, maintains payroll records, coordinates deductions and benefit changes, resolves discrepancies, and works with Human Resources and Finance to support sound controls and responsive employee service.

ESSENTIAL JOB FUNCTIONS (examples, not all inclusive)

• Process regular and special payrolls in accordance with established schedules; review time records, pay changes, leave, overtime, and other inputs for completeness and accuracy.
• Enter and verify new hires, separations, status changes, direct deposits, tax elections, garnishments, benefit deductions, pension calculations, retirement contributions, leave donations, and other authorized payroll changes.
• Reconcile payroll registers and related reports against source records and the reconciliation spreadsheet; research and correct differences before or promptly after payroll processing.
• Maintain accurate payroll records, supporting documentation, and audit trails; prepare routine payroll reports and assist with year-end activities, tax forms, and internal or external audits.
• Coordinate with Human Resources, Finance, supervisors, benefit providers, retirement vendors, and banking partners on payroll and onboarding matters; meet established submission deadlines.
• Explain pay statements, deductions, leave balances, and payroll procedures to employees; investigate and resolve inquiries while protecting confidential information.
• Apply written procedures and applicable wage, tax, retirement, records, and privacy requirements; recommend process improvements and maintain appropriate separation of duties.
• Maintain current knowledge of applicable payroll laws, regulations, reporting requirements, and industry best practices through training, professional resources, and continuing education.
• Performs other related duties as assigned. 

Education and Experience:

• High school diploma or equivalent required.
• Two years of payroll, accounting, or closely related administrative experience, including work with payroll systems and spreadsheets.
• Preferred experience processing payroll in a local government or other public sector setting; familiarity with retirement and benefits deductions, payroll tax reporting, and timekeeping systems. 
• Preferred associate degree in accounting, business administration, human resources, or a related field, or an equivalent combination of education and relevant experience. 
• Preferred payroll certification such as Fundamental Payroll Certification or Certified Payroll Professional. 

Knowledge, Skills, and Abilities:

• Working knowledge of payroll practices, internal controls, data entry, records management, and Microsoft Excel.
• Ability to analyze discrepancies, organize competing deadlines, document decisions, and provide courteous service to employees, retirees, and the public.
• Ability to perform detailed calculations, reconcile records, meet firm deadlines, communicate clearly, and handle confidential employee information with discretion.
• Skill in developing and maintaining a payroll procedure manual with clear instructions, deadlines, approval requirements, and supporting records.
• Ability to interpret withholding instructions, maintain supporting records, and coordinate professionally with courts and other authorized parties.
• Ability to balance annual payroll totals, identify reporting discrepancies, and support accurate preparation of employee tax documents.
• Familiarity with pension calculations, retiree payments, and payroll practices for employees with varying work schedules.
• Knowledge of general ledger coding, payroll journal entries, and how payroll transactions affect financial records.

PHYSICAL/MENTAL DEMANDS

Regular sitting or standing, keyboard and mouse use, viewing a computer screen, communicating by phone or in person, and handling documents. The role may occasionally involve moving files or office supplies of modest weight.

Sustained concentration and accuracy when reviewing figures, applying payroll rules, reconciling discrepancies, and meeting recurring deadlines. The role also requires sound judgment, confidentiality, managing interruptions and competing priorities, and responding professionally to time sensitive pay questions.

WORKING CONDITIONS

Works primarily in an office, using a computer, telephone, payroll software, and electronic records. The position requires close attention to detail and may involve periods of concentrated work around payroll deadlines.

The role also involves regular contact with employees, supervisors, and retirees. Payroll questions may be time sensitive and involve confidential information.

LIMITATIONS AND DISCLAIMERS

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. 

Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description. 

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an “at-will” basis.