Payroll Coordinator

Duties/Responsibilities:

The following duties are normal for this position.  These are not to be construed as exclusive or all‑inclusive.  Other duties may be required and assigned.

• Manages, supervises, countywide all payroll functions; maintains the computerized Oracle Cloud System used to process payroll for all County employees.

• Balances and reconciles data from time and labor submitted for general county and legislative employees using computerized payroll system.

• Oversees the upload into Oracle of any time and labor not directly entered into Oracle.

• Processes/computes/manages/balances and reconciles payroll for all county payrolls, bi-weekly and monthly.

• Responsible for computing, reviewing and reconciling tax withholding and deductions associated with payroll processing and the calculation of net earnings for the entire County.

• Responsible for bi-weekly calculation, reconciliation and reporting of Federal/FICA withholding for the entire County; responsible for electronic transmittal of withholding through Electronic Federal Tax Payment System on a timely basis so that a penalty is not assessed.

• Responsible for semi-monthly calculation, reconciliation and reporting of state withholding (Wisconsin and Arizona) for the entire County; responsible for transmittal using established state system on a timely basis so that a penalty is not assessed; requests electronic transfer of withholding by County Treasurer.

• Responsible for monthly calculation, reconciliation and reporting of Wisconsin Retirement System eligible wage base and appropriate county and employee paid contributions; requests electronic transfer of contributions by County Treasurer.

• Responsible for the annual reconciliation of the WRS from Oracle to the state.

• Responsible for monthly and quarterly calculation, reconciliation and filing through the internet filing system of the Unemployment Compensation Wage Basis Report to the appropriate State agency.

• Responsible for all year-end payroll processing functions; reconciles and produces Form W-2’s for all county employees on a timely basis; prepares and submits all Federal and state reports via appropriate media on a timely basis. 

• Responsible to reconcile to the general ledger and pay premiums for Prudential Disability Insurance and the Employee Benefits Flex Bend program. 

• Responsible to reconcile to the general ledger for Life Insurance, Whole Life Insurance, Long Term Life Insurance, Delta Dental Insurance and vision. 

• Responsible to produce the Annual Nondiscrimination Testing Worksheet for the Bestflex Plan and submit to the plan to be in compliance with the plan. 

• Responsible for producing life insurance over $50,000 report at year end to include as imputed income on employee paystub for W-2 reporting.

• Posts payroll into the general ledger.  Must understand the county wide General Ledger structure and costing of employees.  Corrects costing errors, etc.

• Manages garnishments and other voluntary payroll deductions initially and when changes occur.

• Manages costing of employees for payroll splits and subsidiaries.  Manage and update annual salary sheets for budgeting.

• Produces financial analysis reports and miscellaneous reports when requested.

• Assists director and deputy director of managing general ledger chart of accounts for payroll accounts.

• Gives assistance to auditors and county employees relating to payroll functions.

• Responsible for printing all payroll reports and payroll checks, as well as pushing direct deposit advice slips to employees.

• Payroll lead for the new HCM system Oracle Cloud and will continue maintaining this computerized Oracle Cloud payroll system.

Desirable Knowledge and Abilities:

Knowledge of accounting and bookkeeping principles, computer operation, operation of county government, requirements for various state and federal reports, and payrolling principles.  Ability to operate a variety of office equipment, pay close attention to detail, and interact effectively with other departments and employees concerning payroll matters.

Training and Experience:

• Associates degree in accounting with equivalent experience or Bachelor’s degree in accounting preferred.

• 2 to 5 years of work experience in accounting and payroll.

In evaluating candidates for this position, the County may consider a combination of education, training and experience which provides the necessary knowledge, skills and abilities to perform the duties of the position.