Payroll Coordinator

POSITION DESCRIPTION:

Job Summary: 
Under supervision of the Accounting Supervisor, the Payroll Coordinator performs and directs the payroll functions of the organization as well as assists in the development and implementation of related policies and procedures.  Responsible for payroll-related tasks.  This position will assist with payroll system software maintenance and coordinating the training for end-users.

PRIMARY RESPONSIBLITIES: Scope of Responsibility: 
The Payroll Coordinator handles all payroll related functions under the general direction of the Accounting Supervisor.
 
Essential Duties and Responsibilities:

1. Reviews and processes payroll on a bi weekly basis. 
   1.  Employee maintenance, as needed; 
   2.  Reviews department’s hours to ensure they are following City policy and that employees  are being paid accurately;
   3. Provides Kronos support to departments by responding to questions from employees; 
   4. Enters various adjustments, overrides and corrections; 
   5. Reviews payroll calculations for accuracy; 
   6. Issues, or reissues, physical or replacement checks or direct deposits when needed; 
   7. Tracks and compiles any payroll related information/reports for departments, as necessary.
2. Processes banked sick leave payout and comp time payout payrolls annually.
3. Responsible for maintaining the City’s online paystub program. 
   1. Maintains ATS online paystub program and provides support to employees. 
4. Prepares various payroll duties and reports. 
   1. Performs bi weekly payroll related duties, which includes submitting payroll taxes (federal and state) and completing the ATS Paystub upload. 
   2. Prepares and submits quarterly payroll reports, which include 941, Minnesota and North Dakota withholding and State Unemployment Insurance; 
   3. Prepares, submits and distributes W-2’s on an annual basis; 
   4. Performs IRS required reporting;
   5. Performs the payroll month end, quarter end and year end closing processes; 
   6. Assists with audit requests for information by providing records and documentation to the Finance team. 
5. Responsible for payroll system file maintenance in the accounting system. 
   1. This includes code maintenance and assisting with access and approval authorities for users.
6. Software support for Kronos timekeeping system. 
   1. Participates in software implementations; 
   2. Assists with software review, configuration and testing of software upgrades; 
   3. Assists with preparing end user documentation and communications; 
   4. Responds to end user questions. 
7. Communicates courteously and professionally and maintains working relationships with others in carrying out job functions.
   1. Communicates with others in the work unit to provide information relating to work assignments and progress of work or to convey information about conditions or work related needs;
   2. Frequently interacts with others in the work unit to exchange detailed and/or technical information;
   3. Frequently interacts with across departments to exchange detailed and/or technical information; 
   4. Collaborate with the Human Resources department to 
   5. Respond timely to management/employee questions or requests. 
8. Performs all job duties in compliance with safety guidelines and with an ongoing awareness of safety practices.
   1. Knows and follows department and city rules as well as sound work and safety practices in order to accomplish the job objectives and avoid injury or loss;
   2. Wears proper protective equipment when policy requires or conditions indicate a need exists and utilizes proper body mechanics and ergonomics while performing work;
   3. When potentially unsafe conditions are observed makes efforts to avoid or correct them if they are controllable and draws them to the attention of the responsible supervisor or safety representative in a timely manner.
9.  Performs other duties and activities as assigned.

MINIMUM QUALIFICATIONS: This job requires a Bachelor’s degree in accounting, finance, business or a related field and four or more years of previous payroll related experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.  
 
Knowledge, skills and ability include:

• Knowledge of principles, procedures and practices of payroll administration;
• Knowledge of general office and accounting procedures;
• Knowledge of computer-aided accounting tools such as spreadsheets, graphics and other software packages;
• Knowledge of statistical analysis and spreadsheet modeling;
• Skill in financial calculations, analysis and reporting;
• Skill in organization and prioritization of work;
• Skill in oral and written presentation;
• Skill in communication, interpersonal skills as applied to interaction with team, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction;

PHYSICAL DEMANDS:

Physical Demands & Working Conditions: 
Most work is performed in a normal office environment.  Work requires use of a computer, telephone and other office equipment.   There is high attention to detail and firm deadlines.  Work is generally light with considerable variety.  Daily work may involve moving between buildings and rooms.  The job may involve dealing with and calming individuals who are emotionally charged over an issue.  
 
Activities include stooping, standing, walking, lifting, fingering, grasping, feeling, talking, hearing/listening, seeing/observing, repetitive motions.
 
Light Work: Physical demands are normally those associated with light work: Exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently to move objects.
 
Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.  All requirements are subject to modification to reasonably accommodate individuals with disabilities.
 
Requirements are representative of minimum levels of knowledge, skills, and experience required.  To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.
 
This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.  The City Administrator retains the discretion to add duties or change the duties of this position at any time.