Payroll Coordinator

Job Summary:

Under direct supervision, performs all activities necessary to process payroll, including reviewing timesheets; filing quarterly and annual tax reports; paying tax liabilities; processing voluntary and involuntary deductions; preparing accounting transactions; reconciling payroll and payroll-related liabilities to the general ledger; documenting and updating procedures; and maintaining the payroll module in the financial system to include updating data tables, hour types, schedules and leave plans. May serve as a temporary backup for accounts payable, accounts receivable and business licensing. Performs routine accounting functions, position control and budgeting, and routine and complex administrative and clerical support of the department and organization.

Examples of Work Performed:

• Maintains and updates user defined formulas, data tables, schedules, and leave plans  
• Manages the web extension timesheets, updating hour type or job cost changes, and opening periods for employee time entry  
• Reviews timesheet entries for accuracy and approval  
• Processes payroll, prepares and submits direct deposit file, prepares manual payroll checks as needed   
• Calculates and processes payments for garnished wages and child support  
• Maintains payroll tax records including withholding forms and Social Security records  
• Issues W-2 forms and ensures compliance with all IRS regulations and the Affordable Care Act  
• Reconciles W-2 report from the payroll system to quarterly tax payments  
• Develops and maintains forms and systems for the control of payroll records and timesheets  
• Calculates prorated wages, salaries, benefits,  and worker’s compensation time loss.  
• Maintains job costing system, enters data and generates reports  
• Processes payment of employee benefits, federal taxes, etc.  
• Prepares and submits quarterly tax reports and performs annual reconciliation of taxes  
• Prepares and enters journal entries and other documentation into the financial system  
• Prepares payroll reports as needed or requested  
• Reconciles medical premiums paid to the general ledger  
• Implements payroll actions per collective bargaining agreements  
• Resolves payroll discrepancies by collecting, researching and analyzing information  
• Maintains payroll records and archives  
• Performs other duties as assigned  

Required Knowledge, Skills and Abilities:

• Knowledge of payroll, accounts payable, accounts receivable, and basic accounting practices
• Knowledge of laws, ordinances, codes, and regulations governing area of assignment
• Knowledge of budget and account structure practices and WA State BARS.
• Knowledge of Microsoft Office including Outlook, Excel and Word.
• Ability to use a personal computer, related software and hardware, adding machine by touch, and copy machine
• Ability to complete complex math calculations
• Ability to communicate effectively both orally and in writing
• Ability to establish and maintain effective working relationships
• Ability to organize and maintain multiple filing systems
• Ability to count cash and balance accounts
• Ability to perform quick and accurate data entry
• Ability to use current data processing systems and programs
• Able to work with the pressure of regular deadlines
• Ability to be highly organized and pay great attention to detail

Physical Demands and Work Environment

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. Work is performed in an office environment. The employee is constantly required to sit and use hands to finger, handle, or feel objects, tools, or controls. The employee constantly required to talk or hear. The employee is regularly required to stand, walk, reach with hands and arms; stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The noise level in the work environment is usually moderate.

Minimum Qualifications:

• Two (2) to four (4) years of progressively responsible payroll experience
• Excellent written and communication skills
• Exceptional organizational skills and the ability to prioritize
• High school graduation or GED equivalent with college coursework in accounting and/or certified payroll professional program.

Preferred Qualifications

            Payroll experience in a union environment

            New payroll system implementation experience

Licenses and Other Requirements:

•    Must pass comprehensive background check