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PAYROLL COORDINATOR
Roanoke, VA
Job Description
JOB POSITION: PAYROLL/HUMAN RESOURCES COORDINATOR
(PAYROLL AND PERSONNEL BUDGETING)
Division: Human Resources
Status: Non-Exempt
Grade: 108
Job Code: 248
Reports to: Human Resources/Payroll Manager
Date: 04-23-16
Revised Date: 04-29-24
Last Reviewed Date: 04-29-24
SUMMARY
Performs professional complex paraprofessional accounting/finance/budgeting/
auditing functions under the general supervision of the Human Resources/Payroll
Manager. Performs all payroll processing, year end and quarterly payroll reports and
payroll taxes. Maintain Standard Operating Procedures (SOPs) for payroll
processes/payroll vendor reconciliations. Keeps knowledgeable of changing laws/
regulations pertinent to payroll. Consults with/advises management/employees on
payroll issues/compliance regulations. Reconcile payroll accounts bi-weekly and
monthly. Resolves both financial/payroll accounting discrepancies. Bachelor's
degree in accounting/business plus three or more years related experience and/or
training in payroll. Fundamental Payroll Certification (FPC) or Certified Payroll
Professional (CPP) preferred or ability to obtain within one year of employment.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Includes the following. Other duties may be assigned or scheduled.
* Exercises tact, diplomacy, and courtesy when dealing with the public and others
within the organization.
* Attends payroll and human resources related seminars, classes and meetings
throughout the year.
* Performs and prepares all payroll processing, year-end and quarterly payroll
reports and payroll taxes.
* Prepares annual personnel budget as it relates to payroll.
* Works with staff to create procedures, analyze work flow and suggest/implement
solutions to create operational efficiencies.
* Performs research, organizes data, draws conclusions and communicates results
to upper management.
* Create and maintain Standard Operating Procedures (SOPs) for payroll and
timekeeping processes and payroll vendor reconciliations.
* Keeps knowledgeable of changing laws and regulations pertinent to payroll.
* Consults with and advises management and employees on payroll issues, as well
as compliance regulations.
* Reconcile payroll vendor accounts on a bi-weekly and monthly basis and balances
back to financial Sub-Fund accounts.
* Resolved both financial and payroll accounting discrepancies on a monthly basis.
* Prepare required reports and payroll documents for Auditors.
* Maintain garnishments, liens, levy and child support payments and requirements.
* Confirms retirement payments paid by City or VRS match what is on the retiree
health reconciliation report on a monthly basis and updates spreadsheet as need
with rates, additions or cancellations.
* Consults with timekeepers on time and pay issues and hold yearly timekeeper
training/luncheon.
* Assist with employee benefit and retirement meetings.
* Cross trained in assisting backup to Human Resources/Payroll Specialist and
Human Resource Assistant.
* Assist other Human Resource staff as needed or as time permits and assist in
special projects as needed.
* Subject to twenty-four (24) hour call.
SUPERVISORY RESPONSIBILITIES
There are no supervisory responsibilities for this position.
QUALIFICATIONS
* To perform this job successfully, an individual must be able to perform each
essential duty satisfactorily. The requirements listed below are representative of
the knowledge, skill, and/or ability required. Reasonable accommodations may
be made to enable individuals with disabilities to perform the essential functions.
* Comprehensive knowledge of office terminology, computers, computer software,
policies and procedures.
* Working knowledge of the generally accepted accounting principles, government
audit standards and methods and procedures used in human resources with an
emphasis on payroll and employee benefits administration.
* Must have knowledge of rules, regulations and ordinances administered by the
Human Resources department, comprehensive knowledge of administrative
techniques, as well as a comprehensive knowledge of business communications,
spelling and business mathematics.
* Must have the demonstrative ability to communicate effectively both orally and
in writing, to perform quantitative and narrative reporting and to interpret and
implement policies.
* The ability to maintain the confidentiality of information handled in the
department
* Ability to read and interpret documents such as company policies, operating and
procedure manuals
* Ability to write reports, correspondences and procedure manuals.
* Ability to define problems, collects data, establish facts and draw valid
conclusions.
* Ability to think logically and analyze data.
* Ability to establish and maintain effective working relationship with employees,
other departments and the public.
* Must possess and maintain a good work ethic concerning attendance,
punctuality, positive attitude, meeting deadlines and being a team player.
EDUCATION and/or EXPERIENCE
Bachelor's degree preferred from four-year college or university in accounting or
business; three or more years related experience and/or training in payroll; or
equivalent combination of education and experience.
CERTIFICATE, LICENSE, REGISTRATION REQUIREMENTS
Fundamental Professional Certification (FPC) or Certified Payroll Professional (CPP)
preferred or ability to obtain within one year of employment.
PHYSICAL DEMANDS OF THE JOB
The physical demands described here are representative of those that must be met
by an employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
* While performing the duties of this job, the employee is regularly required to walk,
stand, and sit; use hands to finger, handle or feel; reach with hands and arms;
talk and hear.
* While performing the duties of this job, the employee is occasionally required to
stoop, kneel, crouch, bend, climb, balance, crawl or reach overhead.
* Specific vision abilities required by this job include ability to adjust focus. If
corrective lenses are noted on driver's license, the lenses must be worn when
operating Authority vehicles.
* Repetitive movement using keyboard and/or office equipment is involved.
* Employee must be able to sit for an extended amount of time at a desk or
workstation.
* Employee must regularly lift, carry and/or move up to 10 pounds and occasionally
20 pounds. Assistance is required on weight amounts above those listed. Failure
to do so could result in injury and denied Worker's Compensation benefits.
WORK ENVIRONMENT ENCOUNTERED IN THIS JOB
The work environment characteristics described here are representative of those an
employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
* The noise level in the work environment is usually low.
* Employee is subject to normal work conditions as required in an office setting.
* Employee may occasionally be subject to exposure to moderate or high noise
level, extreme outside weather conditions, uneven, steep, slippery terrain
conditions, dusty conditions and wet and/or humid conditions.
GENERAL STATEMENT AND SELECTION GUIDELINES
The above statements describe the general nature and level of work assigned to in
this job position. They should not be construed as an exhaustive list of all job duties
or tasks performed by personnel so classified.
The following will identify the selection guidelines for job placement:
* WVWA application
* Rating of education, experience, training and qualifications
* Reference checks
* Interview with WVWA management team
* Applicant must pass a pre-employment physical and drug/alcohol test
* A criminal background check and social security number verification will be
performed. The results must match information provided by the applicant on the
WVWA application
* Job related test might be required and would be administered to all applicants
applying for the position
(PAYROLL AND PERSONNEL BUDGETING)
Division: Human Resources
Status: Non-Exempt
Grade: 108
Job Code: 248
Reports to: Human Resources/Payroll Manager
Date: 04-23-16
Revised Date: 04-29-24
Last Reviewed Date: 04-29-24
SUMMARY
Performs professional complex paraprofessional accounting/finance/budgeting/
auditing functions under the general supervision of the Human Resources/Payroll
Manager. Performs all payroll processing, year end and quarterly payroll reports and
payroll taxes. Maintain Standard Operating Procedures (SOPs) for payroll
processes/payroll vendor reconciliations. Keeps knowledgeable of changing laws/
regulations pertinent to payroll. Consults with/advises management/employees on
payroll issues/compliance regulations. Reconcile payroll accounts bi-weekly and
monthly. Resolves both financial/payroll accounting discrepancies. Bachelor's
degree in accounting/business plus three or more years related experience and/or
training in payroll. Fundamental Payroll Certification (FPC) or Certified Payroll
Professional (CPP) preferred or ability to obtain within one year of employment.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Includes the following. Other duties may be assigned or scheduled.
* Exercises tact, diplomacy, and courtesy when dealing with the public and others
within the organization.
* Attends payroll and human resources related seminars, classes and meetings
throughout the year.
* Performs and prepares all payroll processing, year-end and quarterly payroll
reports and payroll taxes.
* Prepares annual personnel budget as it relates to payroll.
* Works with staff to create procedures, analyze work flow and suggest/implement
solutions to create operational efficiencies.
* Performs research, organizes data, draws conclusions and communicates results
to upper management.
* Create and maintain Standard Operating Procedures (SOPs) for payroll and
timekeeping processes and payroll vendor reconciliations.
* Keeps knowledgeable of changing laws and regulations pertinent to payroll.
* Consults with and advises management and employees on payroll issues, as well
as compliance regulations.
* Reconcile payroll vendor accounts on a bi-weekly and monthly basis and balances
back to financial Sub-Fund accounts.
* Resolved both financial and payroll accounting discrepancies on a monthly basis.
* Prepare required reports and payroll documents for Auditors.
* Maintain garnishments, liens, levy and child support payments and requirements.
* Confirms retirement payments paid by City or VRS match what is on the retiree
health reconciliation report on a monthly basis and updates spreadsheet as need
with rates, additions or cancellations.
* Consults with timekeepers on time and pay issues and hold yearly timekeeper
training/luncheon.
* Assist with employee benefit and retirement meetings.
* Cross trained in assisting backup to Human Resources/Payroll Specialist and
Human Resource Assistant.
* Assist other Human Resource staff as needed or as time permits and assist in
special projects as needed.
* Subject to twenty-four (24) hour call.
SUPERVISORY RESPONSIBILITIES
There are no supervisory responsibilities for this position.
QUALIFICATIONS
* To perform this job successfully, an individual must be able to perform each
essential duty satisfactorily. The requirements listed below are representative of
the knowledge, skill, and/or ability required. Reasonable accommodations may
be made to enable individuals with disabilities to perform the essential functions.
* Comprehensive knowledge of office terminology, computers, computer software,
policies and procedures.
* Working knowledge of the generally accepted accounting principles, government
audit standards and methods and procedures used in human resources with an
emphasis on payroll and employee benefits administration.
* Must have knowledge of rules, regulations and ordinances administered by the
Human Resources department, comprehensive knowledge of administrative
techniques, as well as a comprehensive knowledge of business communications,
spelling and business mathematics.
* Must have the demonstrative ability to communicate effectively both orally and
in writing, to perform quantitative and narrative reporting and to interpret and
implement policies.
* The ability to maintain the confidentiality of information handled in the
department
* Ability to read and interpret documents such as company policies, operating and
procedure manuals
* Ability to write reports, correspondences and procedure manuals.
* Ability to define problems, collects data, establish facts and draw valid
conclusions.
* Ability to think logically and analyze data.
* Ability to establish and maintain effective working relationship with employees,
other departments and the public.
* Must possess and maintain a good work ethic concerning attendance,
punctuality, positive attitude, meeting deadlines and being a team player.
EDUCATION and/or EXPERIENCE
Bachelor's degree preferred from four-year college or university in accounting or
business; three or more years related experience and/or training in payroll; or
equivalent combination of education and experience.
CERTIFICATE, LICENSE, REGISTRATION REQUIREMENTS
Fundamental Professional Certification (FPC) or Certified Payroll Professional (CPP)
preferred or ability to obtain within one year of employment.
PHYSICAL DEMANDS OF THE JOB
The physical demands described here are representative of those that must be met
by an employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
* While performing the duties of this job, the employee is regularly required to walk,
stand, and sit; use hands to finger, handle or feel; reach with hands and arms;
talk and hear.
* While performing the duties of this job, the employee is occasionally required to
stoop, kneel, crouch, bend, climb, balance, crawl or reach overhead.
* Specific vision abilities required by this job include ability to adjust focus. If
corrective lenses are noted on driver's license, the lenses must be worn when
operating Authority vehicles.
* Repetitive movement using keyboard and/or office equipment is involved.
* Employee must be able to sit for an extended amount of time at a desk or
workstation.
* Employee must regularly lift, carry and/or move up to 10 pounds and occasionally
20 pounds. Assistance is required on weight amounts above those listed. Failure
to do so could result in injury and denied Worker's Compensation benefits.
WORK ENVIRONMENT ENCOUNTERED IN THIS JOB
The work environment characteristics described here are representative of those an
employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
* The noise level in the work environment is usually low.
* Employee is subject to normal work conditions as required in an office setting.
* Employee may occasionally be subject to exposure to moderate or high noise
level, extreme outside weather conditions, uneven, steep, slippery terrain
conditions, dusty conditions and wet and/or humid conditions.
GENERAL STATEMENT AND SELECTION GUIDELINES
The above statements describe the general nature and level of work assigned to in
this job position. They should not be construed as an exhaustive list of all job duties
or tasks performed by personnel so classified.
The following will identify the selection guidelines for job placement:
* WVWA application
* Rating of education, experience, training and qualifications
* Reference checks
* Interview with WVWA management team
* Applicant must pass a pre-employment physical and drug/alcohol test
* A criminal background check and social security number verification will be
performed. The results must match information provided by the applicant on the
WVWA application
* Job related test might be required and would be administered to all applicants
applying for the position
Job Summary
Company
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
Bachelor's Degree
Required Experience
3+ years
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