Under general supervision of the Accounting Manager, the Payroll Coordinator is responsible for the accurate and timely production of payroll ensuring compliance with federal, state, and city laws, regulations and policies.  Also processes employee reimbursements for travel related expenses, dues and memberships.
 
The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.

• Approves payroll changes, compensation, taxes, benefits and deductions for city employees.
• Reviews employee payroll timesheets and ensures appropriate signatures have been obtained approving time and exceptions to time.
• Calculates payroll including overtime or compensatory pay.
• Reviews automated output to source data and makes correcting entries.
• Calculates retro pays for promotions and raises.
• Calculates final payouts for terminations.
• Prints payroll checks and vouchers, transfers journals generated, posts and prints posted payroll reports to the general ledger.
• Prepares journal vouchers and documentation to transfer funding for payroll each pay date.
• Prepares deduction registers for various withholdings and transfers funding to various agencies, individuals, and retirement funds.Reconciles the withholdings to source documentation to ensure proper payment.
• Reviews and processes funding requests for various benefit claim payments and premium payments.
• Prepares and follows annual bi-weekly payroll processing calendar ensuring that employees are paid accurately each set pay date.
• Prepares, maintains and updates employee payroll files to ensure accurate and timely location of information for audit purposes.
• Prepares mortgage wage reports.
• Prepares workers compensation wage reports.
• Responsible for providing payroll labor distribution and budget information to other departments as requested.
• Serves as back up to the Senior Payroll Coordinator.
• Reviews and approves employee travel and training reimbursement requests and vouchers.
• Maintains employee advance files and insure timely submission of travel vouchers after travel is complete.
• Provides training to city employees for Travel Policies & Procedures.
• Assists with updating policy/procedure changes for the Travel Policies and Procedures.
• Processes American Express employee credit cards monthly and import to MUNIS for charge out and payment – review for taxable items charged for meals and forward Purchasing any questionable unallowable purchases.
• Reviews P-Card monthly statements for employee taxable purchases.
• Assists AP with reviewing Statements on monthly basis.

• Travels to attend meetings, conferences and training.
• Assists management and Senior Payroll Coordinator with special projects as assigned.
• Overtime during peak seasons is required.
• Performs other related duties as assigned.
• Regular and consistent attendance for the assigned work hours is essential.

• Knowledge of basic accounting practices and procedures.
• Knowledge of basic payroll practices and procedures.
• Knowledge of payroll laws regarding deductions, taxes, garnishments, and workers compensation.
• Knowledge of FLSA rules and regulations.
• Knowledge of computers and related equipment, hardware and software for data processing and tracking of payroll, leave, benefits, taxes and garnishments.
• Knowledge of City policies and procedures.
• Ability to interpret City policies and procedures.
• Skill in operating a 10-key by touch.
• Skill in effective oral and written communications.
• Skill in following municipal payroll and tax codes and regulations.
• Skill in performing multiple tasks and meeting payroll deadlines.
• Skill in maintaining confidentiality.
• Skill in resolving customer complaints and concerns.
• Ability to work with constant interruption.
• Ability to generate and interpret computer reports.
• Knowledge of Business English and mathematics.

• Associates Degree in Business Administration, and three (3) years accounting, payroll, accounts payable or accounts receivable experience; or equivalent combination of education and experience.
• American Payroll Association Certification required within twelve (12) months of employment.
• Must pass a pre-employment drug screen, criminal background check and MVR check.
• Must possess a valid State of Texas Driver's license.

• Work is performed in an office environment.
• Crouching – bending body forward by bending leg, spine.
• Fingering – picking, pinching, typing, working with fingers rather than hand.
• Handling – picking, holding, or working with whole hand.
• Hearing 1 – perceiving sounds at normal speaking levels, receive information.
• Kneeling – bending legs at knee to come to rest at knees.
• Lifting – raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
• Mental Acuity – ability to make rational decisions through sound logic, deductive reasoning.
• Repetitive Motion – substantial movements of wrists, hands, fingers.
• Speaking – expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
• Stooping – bending body downward, forward at waist, with full motion of lower extremities and back.
• Talking 1- expressing ideas by spoken word.
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
• Walking - on foot to accomplish tasks, long distances, or site to site.